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The Staff Time Sheet select screen is used to create/view/modify staff time sheets for a specific day or week.
View mode
Use the View mode drop down list to view timesheets for a single day or for the entire Week.
Date
If Day is selected in the View Mode drop down list use the Date Field to enter the date of the timesheet to view/modify. If Week is selected in the View By drop down list, enter a date that falls within the week to view/modify. For instance, to work with time sheets for the week beginning 4th April, select/enter any date that falls in that calendar week.
Discretionary Hours
Select Show or Hide Discretionary Hours from the Discretionary Hours drop down list to chose whether or not to display the Discretionary hours table The chosen option will be saved for when you log in next time.
Print Mode
Use the Print Mode drop down list to select from a list of pre-defined reports. These are:
| Time Sheet | Prints a time sheet for the selected date or days with no updated time information |
| Time Sheet with comments | Prints a time sheet with fields for comments |
| Time Sheet (activity index) | Prints a time sheet for all staff with a colour coded activity index. ie: C for Contact, A for absent. |
| Time Sheet Completed | Prints the rostered and worked actual hours and activities |
| Time Sheet Completed (with ratios) | Prints actual hours and activities as they were updated, and will contain a summary of required staff ratios for each 15-minute period of the day. If the staff ratio has fallen below the required ratio for any 15-minute period, this period will be highlighted in red. A complete ratio view table will be printed at the end of the report |
| Rostered Colour | Prints a colour chart of the times each staff member is scheduled to perform the selected staff activity on the selected day |
| Worked Colour | Prints a colour chart of the times each staff member actually spent on each staff activity for the selected day (Note: update the time sheet with actual times before running this report) |
| Rostered Monochrome | Prints a chart suitable for monochrome printers of the times each staff member is scheduled to perform each staff activity on the selected day |
| Worked Monochrome | Prints a monochrome chart of the times each staff member actually spent on each activity for the selected day (Note: update the time sheet with actual times before running this report) |
| Activity Index | Prints an index of all the different staff activity codes that have been defined in the Centre Options > Staff Activities section of the system |
| Weekly Staff Summary (Format-1) | Prints a summary of staff and the times that they have worked during the selected week. There is a space for staff members to sign if you are using this as your record of staff hours. You can click on column headings (Monday, Tuesday etc.), and a new window will open showing details of the hours worked by activity description |
| Weekly Staff Summary (Format-2) | Prints a summary of staff and the times that they have worked during the selected week with non-contact time separated out. This is the format that the Ministry of Education require for signatures if you are using a weekly form. There is a space for staff members to sign if you are using this as your record of staff hours. You can click on column headings (Monday, Tuesday etc.) and a new window will open showing details of the hours worked by activity description |
| Weekly Staff Record | Prints a summarised weekly sheet for signature by management and staff, and for attachment to the staff time sheets for each week |
Previous Day/Next Day
To navigate to the previous or next day use the 
icons under Day.
Previous Week/Next Week
To navigate to the next or previous week use the 
icons under Week.
Category
Use the Category field to select the Category or categories to create staff time sheets for. To select multiple categories, click on the first Category and then hold the "Ctrl" button on the keyboard, then click the other categories you require. Once you have selected the required categories, click the Create button. To search for a particular Category, begin typing the name of the category in the Search Category field, as you type, categories that match what you are typing will be listed.
Create
To Create new time sheets for the selected criteria, click the Create button. If Week is selected in View Mode, then time sheets will be created for the entire week. If Day is selected in View Mode, time sheets will be created for the day only.
Print
To print a paper copy of the staff timesheets, click the Print button. If Day is selected in View Mode, then time sheets for that day only will be printed. If Week is selected in View mode, staff time sheets for the entire week will be printed. Once the timesheet is displayed on the screen, select the Print to Printer button to print the staff timesheet.
Delete
To Delete staff time sheets, ensure that you have selected only the time sheet you want to delete using the selection radio button next to the timesheet. Once you are sure you have the correct time sheet selected, click the Delete button.
Note: Deleted time sheets can not be restored.
View Ratios
Use the View Ratio button to view your teacher ratios for every 15 minutes of the day. Funding information can be viewed by clicking on the blue highlighted links under Funding Hours.
View/Modify Time Sheets
Once staff timesheets have been created or if they have previously been created, click on the
blue category description for the relevant staff time sheet to view or modify details.
Note: Further help notes for adding/modifying staff details to timesheets can be found within the Time sheet update screen. Click Here
Send Rosters
Use the Send rosters button at the bottom of the screen to send each staff member a copy of their roster for the week Select Print, Email, or Text message (cost involved with Texting) to send the roster to each employee.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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