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Actioning timesheets

  • Updated

Paying timesheets

  1. Click Finance in the TempRE left hand menu
  2. On the Accounts Payable screen select the relevant stage - Payment Due, Processing, or Paid by clicking the appropriate page. Use filters to display specific timesheets
  3. On the Payment Due page, apply filters to show the required timesheets
  4. Select the timesheets you want to process and complete the necessary actions

Tip: Tick the checkboxes to select individual, multiple, or all filtered timesheets at once.

Marking timesheets as Processing

  1. Select the timesheets you want to mark as Processing
  2. Click Action on Selected, then choose Mark as Processing

These timesheets will move from the Payment Due page to the Processing page.

Note: Once marked as Processing, timesheet values cannot be changed.

Note: For candidates with LTD or UMB employment types, self-bill invoices are generated and available for download in the Invoice column on the Processing page.

Marking timesheets as Paid

Note: Before marking timesheets as paid, ensure you have scheduled payment for the candidates’ shifts.

  1. Select the timesheets you want to mark as Paid, click Action on Selected, then choose Mark as Paid
  2. In the Mark as Paid box, select the scheduled payment date (up to seven days in the future)
    Note: You cannot set a paid date earlier than the timesheet's authorisation date.
  3. Click Mark as Paid, the timesheets will move to the Paid page.

Candidates will receive an email confirmation of the scheduled payment date if they have opted in for non-critical notifications.

Marking timesheets back as Payment Due

You can return timesheets to Payment Due if needed, for example, if a timesheet hasn't been processed in the payroll system and needs changes, move it back to Payment Due to edit the original instead of creating an adjusted version.

  1. Select the timesheets you want to return to Payment Due, click Action on Selected and choose Mark back as Payment Due
  2. Add a comment in the text box and click Done

The timesheets will move from Processing back to Payment Due

Exporting timesheets to CSV or Excel

You can export timesheet data to CSV or Excel files if needed, for example, to import into your payroll system.

  1. Select the timesheets to export, click Action on Selected and choose Export
  2. In Report Options, select CSV or Excel and click Get Report
  3. The file, named Payment Due Report, will be saved to your device
    Note: If a candidate's National Insurance category is missing, it will be set to "A" in the export file.
  4. On the Processing page, use filters to find the timesheets you need
  5. In the Accounts Payable list, select the relevant timesheets and complete the required tasks

Note: For candidates with an LTD or UMB employment type, their self-bill invoice is available for download in the Invoice column.

Making adjustments to timesheets (if your NHS organisation allows)

  1. Select the timesheet(s) you wish to amend, click Action on Selected and choose Adjustments
  2. In the Adjustment dialog, make the required changes: 
    - On the Timelogs page, update hours, pay rates, or commission rates for shifts
    - On the Expenses page, add or modify expenses
  3. Choose Booking Incorrect as the reason and add a comment for the authoriser
    Note: Selecting Booking Incorrect sends the timesheet back to the Final Authoriser for reauthorisation. A comment is required, e.g. if the pay rate was previously agreed verbally.
  4. Click Save
  5. If adjusting multiple timesheets, use Previous Timesheet and Next Timesheet to navigate and repeat the steps as needed

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