How does the Timesheet PDF work?

  • Last updated on September 9, 2024 at 10:52 AM
Note: Can't find this in your Cloud? This article contains features available with the Essential (or Plus) Plan of TimeMoto Cloud. If you want to get the most out of your TimeMoto account, make sure to upgrade your plan to your needs!

If you have upgraded your TimeMoto account to the Essential plan (or higher), you can see that you can download your timesheet exports as a PDF. This format makes it easier to produce reader-friendly reports and send them to your employees via email.

This article helps you understand your PDF reports more quickly and explains how you can double-check the values between your web interface and report file.

Looking for specific information? Here are the different sections discussed in this article (click on the links to jump to the individual section):

Timesheet Header

First, let's take a look at the header of the PDF export. In the top left corner, you can see the name of your company account. The top right corner shows you the current report period. Below you will find some employee-specific information:

  1. Name: The employee's full name, consisting of their first and last name.
  2. Department: The employee's department, according to the department assigned to them in the employee card (if available).
  3. Schedule: If available, this shows the name of the employee's schedule assigned via the employee card.
  4. Employee No. / Second Employee No.: The employee's (second) employee number, as it is entered in the employee card (if available).

Note: Keep in mind that this information is according to the employee's settings at the time of the export. If you'd like to know more about the employee card and how to set it up, we recommend reviewing the following article:

The Employee Card

Timesheet Data – PDF

The timesheet consists of a fixed selection of data. Unlike the flexible web interface, the type of data will always be the same:

  1. Date & Day: Every line is displayed with the date and day of the week it's reporting about.
  2. Clocking Status (IN/OUT): In the next section, all clocking actions are sorted by Clocking Status. All [Clock in] and [Return] actions are considered [IN] types of actions and are displayed on the left. All [Clock out] and [Break] actions are considered [OUT] types of actions and are displayed on the right. If an absence is planned, this line will show the number of absence hours (both paid and unpaid) instead.
  3. Planned: This column shows the hours planned for this specific day. This number is usually defined by the schedule(s) or the planning item(s) assigned to the employee through the employee card or the calendar. It correlates to the column [Scheduled Shift] in the web interface.
  4. Achieved: This column shows the hours that count as the employee's worked or paid absence time. It correlates to the sum of the column [Worked Hours] and all absence hours in the [Absence] column in the web interface, as long as they are considered paid absences.
  5. Balance: This column shows the difference between the employee's Achieved and Planned hours. It correlates to the column of the same name in the web interface.
  6. Comments/Code: This section contains any added Comments and Absence or Project codes. These are either added manually by the manager or automatically by any planned or clocked projects and scheduled absences.

Furthermore, every week is displayed separately and starts with a line showing the week number and the year. The last line keeps track of the weekly total of the Planned, Achieved and Balance columns.

The very last line sums up the total Planned, Acheived and Balance hours of all days of the current period.

Timesheet Footer

The Timesheet Footer shows statistical data of different items related to the employees, Holiday, Overtime and Absences.

Holiday

This section documents the absence hours related to the absence settlement "deducted from Holiday Balance" (set up in Breaks and Absences). Keep in mind that these are displayed in days or hours, depending on the settings in the Absence Manager:

  1. Total: The total amount of holiday the employee is entitled to during the year.
  2. Taken: The amount of holiday taken up until the beginning of the current report period. 
  3. This period: The number of holidays taken during the current report period. 
  4. Balance: The current holiday balance, as seen in the employee card when the report was exported. This includes holidays that were already scheduled for a later date!

Do you have questions about your Holiday Balance? Try this article to learn more about how it works and what can cause the numbers to change:

Holiday Balance

Overtime

Note: Overtime looks different for employees depending on whether they have an assigned Pay Template or use the Simplified Overtime. If you want to learn more about Overtime Management in TimeMoto, take a look at the following article:

Overtime Management in TimeMoto Cloud

If an employee doesn't have an assigned Pay Template (and therefore uses the Simplified Overtime settings), the Overtime section goes as follows:

  1. Previous Flexibank: The Flexibank balance before the beginning of the current report period.
  2. Accumulated: The Flexibank accumulated during the current report period.
  3. Current Total: The final Flexibank balance after considering the previous Flexibank and the currently accumulated (including any manual changes!).

If an employee does have an assigned Pay Template (which will activate the Advanced Overtime management via the pay report), the overtime section shows the same items as explained above. In addition, it will also show another item on top:

  • Built up: This shows the built-up overtime that was processed by the manager.

Absences

This section documents all absences taken during the reported period. It is split up between the 3 absence settlements assigned to the absences that are planned for this period. Whether these numbers are displayed as days or hours depends on your settings in the Absence Manager:

  1. Paid: Includes all absence types marked with the settlement "Paid absence."
  2. Unpaid: Includes all absence types marked with the settlement "Unpaid absence."
  3. Holiday: Includes all absences types that are marked with the settlement "Deducted from Holiday Balance."

Tip: If you want to learn more about absence types, how to set them up, and how to use the correct absence settlement, please check out the following article:

Breaks and Absences

Timestamp

Finally, every Timesheet PDF is marked with a timestamp to document the date and time this report was generated. This timestamp will help explain differences between multiple timesheet exports generated at different times, especially if a manager changes the timesheet's data between exports.

Why do some numbers in my PDF not match my settings?

The first thing you can always check is if the exported (or printed) PDF report is recent. If the report is older, then it might be that some data was changed since the export, which means the report might differ from what you see in the web interface.

Specific Examples

Are there specific numbers that don't match your settings. This could also have to do with something that was set up previously. Here's some material that may already give you a logical explanation:

Achieved: If your achieved hours don't match, maybe this has something to do with your worked hours an/or absence hours. Keep in mind that only paid absences count towards the achieved hours! Check out these article for more details:

Balance and Overtime: Are there values in your balance or overtime/Flexibank that don't make sense? There could be a variety of reasons. Check out this article for more details:


Any questions?
Looking for answers but not sure where to start? Check out our Glossary! It's a great resource to help you find the information you need. If you need further assistance, please contact us via the Contact Form.

Was this article helpful?