Date of Release: 10/2021
Introduction
This release brings some important updates to Timesheets.
Overtime You can now select the preferred Overtime calculation for your business. There are four options to choose from.
Unavailability Paid Unavailability is now included in Timesheets.
Travel Time Travel Time is printed in the Timesheet and available in the PDF and CSV exports.
Job Location Timesheet entries now display the Job Location, in addition to the Customer Name.
Timesheet Summary A new export type has been added, Timesheet Summary, which gives the totals per day rather than a breakdown of every job.
Quick Guide to Timesheet Calculations
Job Time, Travel Time and Paid Unavailability are all aggregated into Activity Time, which is broken down into Regular Hours and Overtime Hours.
Overtime is calculated based on the Set Working Hours on the User’s record. If the user has Working Hours Exceptions applied (for example, in the case of shift rotations) then the Exceptions are used to calculate Overtime.
Overlapping time is not double counted. In other words, if a technician is active on two jobs at once, the time is just counted once. Similarly, if a technician is active on a job while also booked for Paid Unavailable time, that time is just counted once.
For the purposes of the Timesheet calculation, the duration of ‘all day’ Unavailability is calculated according to the Set Working Hours for that day, not 24 hours as it is shown in the Scheduler.
If Unavailability has been given a specific duration longer than the Working Hours, not using the ‘all day’ flag, then that duration is used for the Timesheet calculation.
Read on for a more detailed explanation.
Overtime Calculation Options
Overtime calculations have been extended to cater to different regions and business practices. There are four types to choose from:
Weekly Overtime
Daily Overtime
Time outside set working hours
No Overtime
They are selectable in Company Settings > Timesheet and Time Log Settings. For Enterprise Model businesses, the setting is under Branch Settings.
Prior to this release, Overtime was calculated using the ‘Time Outside Working Hours’ method, so this is the default selection for all businesses. Change it to suit your business. Note that the FieldAware Overtime Calculation does not replace the calculation done by your payroll system. See the Note below.
Note on Overtime Calculations
The FieldAware Overtime Calculation does not replace the calculation done by your payroll system. It is a guide for the employer and employee as to how payroll will be calculated.
FieldAware is a work planning and execution tool, so it does not contain all the sophisticated rules that a payroll system would apply.
Pick the calculation type that most closely suits your business; if no calculation is suitable, we recommend selecting the ‘No Overtime Calculation’ option.
Paid Unavailability is included in Timesheets
Unavailability, or Unavailable Time, which is marked as ‘Paid Time’ is now included in timesheets. This means you can block off technician time without using a placeholder job, ensuring the time is logged in the timesheet for processing by your payroll department.
Unavailability Notes are also included in the Timesheet to capture other information about the event for reporting purposes.
Configuring an Unavailability Type to display in Timesheets
Unavailability Types which are marked as Paid Time will be included in timesheets. In the example below, PTO is not paid and therefore will not show in a technician’s timesheet, but Sick Leave is paid and will be displayed in timesheets.
Configure Unavailability in the Company Settings > Scheduler > Unavailability Settings.
Job Location
Prior to this release, only the Customer Name was listed in the Timesheet. The Location has now been added, making it easier to identify the exact job when a customer has multiple locations.
Travel Time
Subtotals and totals for Travel Time are now included in timesheets. This makes it much easier to report on productive job time vs. travel time/windshield time.
To make it even easier to track historical trends via spreadsheet, Travel Time totals and subtotals are also included in the CSV exports. See the next section for more information on this.
New PDF/CSV Export type: Timesheet Summary
There is a new export option when exporting Timesheets to CSV or PDF - Timesheet Summary. Timesheet Summary is a summary of each day’s total worked hours, travel time and Paid Unavailability.
The legacy option is still available, named Detailed Activity Breakdown. See below for a comparison of the two export options using the same data.
Example Timesheet Summary for a week. This is the new export type available in this release.
Example Detailed Activity Breakdown for the same week. This is the legacy version of the Timesheet export. Continue to use this if you have an existing process that relies on the legacy format.