Managing Timesheet Policy Settings in Keka PSA

Overview

In this guide, you will learn:

• How to manage and configure timesheet policy settings in Keka PSA.

• How to set up hour and submission rules for consistent timesheet compliance.

• How to apply penalties, restrictions, and submission guidelines for all employees.

Step-by-Step Instructions

Navigate to Timesheet Policy Settings

1. Click on the Project tab from the left navigation panel.

2. Under Project, select Policies & Settings.

3. Click on Timesheet, then go to the Policies tab.
   
   

Select a Timesheet Policy

1. On the Timesheet Policies page, you’ll see a list of available timesheet policies.

2. Choose the policy you wish to modify.

3. Click the pencil icon under the Settings tab next to the selected policy to start editing.
   
   

Timesheet Policy Settings Overview

When you open the Timesheet Policy Settings, you’ll find two main sections:

• Hour Settings

• Submission Settings

Let’s explore each in detail below.

Hour Settings

This section allows you to set up daily and weekly restrictions for time entry and define automated penalties for non-compliance.

Timesheet Restrictions

• Per Day Restrictions: Define the minimum and maximum hours per day using one of the following calculation methods:

  • Custom

  • Effective (actual hours worked)

  • Gross (total hours, including breaks)

• Timesheet Period Restrictions: Set minimum and maximum weekly hours using the same calculation methods.

• Attendance Integration: Enable the checkbox to capture Gross or Effective hours from the attendance module for employee reference.
  
  

Penalty Settings for Time Shortage

• Shortage Penalty: Apply penalties when employees log fewer hours than required. Define thresholds for hours per day or week.

• Exemptions: Add exemptions for specific events (like holidays) per week or month before enforcing penalties.

• Buffer Period: Allow a grace period (in days) before penalties take effect.

• Penalty Type: Choose how penalties are applied:

  • Loss of Pay (LOP)

  • Paid Leave

You can configure the system to:

• Deduct a day’s leave for each day with insufficient hours.

• Apply penalties to paid leave first, then move to unpaid leave if necessary.
  
  

Submission Settings

This section controls how and when employees can submit their timesheets.

Submission Rules

• Daily Time Entry: Allow employees to submit entries daily.

• Handling Past-Due Timesheets: Configure how missed or future entries are handled:

  • Allow submitting current timesheets even if past ones are pending.

  • Restrict submission of timesheets older than a set number of weeks.

  • Block submissions for future weeks.

• Time Off Restrictions: Prevent employees from submitting entries on time-off days.

• Attachment Feature: Allow employees to attach files when submitting timesheets.
  
  

Submission Compliance and Penalties

• Duplicate Penalties Warning: Prevent double penalties if both attendance and timesheet penalties apply to the same employee on the same day.

• Submission Frequency: Define whether timesheets are submitted daily or weekly.

• Submission Deadlines: Set submission deadlines as a specific number of hours from the end of the timesheet day.

• Reminders: Send automated reminders to employees before submission deadlines.

• Missed Submission Penalty:

  • Allow employees to submit entries for days past their deadline.

  • Configure penalties for missed submissions, with exemptions for a specific number of events (e.g., 4 per month).

• Penalty Enforcement:

  • Loss of Pay (LOP): Treat all penalties as unpaid leave deductions.

  • Paid Leave: Deduct from paid leave first, then move to unpaid leave.

  

  For detailed guidance on how to change the timesheet start date for an employee, please refer to this link: Changing the Timesheet Start Date for one Employee