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Timesheet Exception Report
Timesheet Exception Report
Providing a detailed timesheet report that includes many different factors of data logged in People®
Sarah Mills avatar
Written by Sarah Mills
Updated over a week ago

This tool will provide a detailed timesheet report that includes many different factors of data logged in People®, and also includes an exceptions report. This local tool can also be installed for managers to gain specific access to their reports to. 

PLEASE NOTE - This tool will provide a detailed timesheet report that includes many different factors of data logged in People®. If you'd like to know how to build a simple query on timesheet records, please see:


This tool will allow you to produce detailed timesheet reports using:

  • Your Basic Hours

  • Your clock in and clock out data

  • Overtime

  • Missed clocks

  • Double clocking

  • Holidays

  • Sick

  • Other Events

  • Late

  • Maternity/Paternity

  • Working pattern

Using this tool:

1. Firstly, you'll need to build some queries in order for this tool to run. Please see the linked article here with detailed instructions on how to build these queries and what to call them:

2. Create and copy an API key that includes the endpoints Employee, Timesheets, Query and Work Pattern. You'll need paste this somewhere soon. On how to create an API key, please see: 

3. Click here to download the latest version of the tool v16.4 -

You will first be presented with this screen:

5. Use the below instructions to help you eneter the correct details in each field. 

Payroll Start Date: Enter the start date of when you wish to pull data from.

Payroll End Date: Enter the date in which you wish to pull data up to.

Use local shifts file: Selecting this means you can later upload a custom data file, or select work patterns only.

Select one of the following:
Use PHR shifts: Selecting this will fetch all system work patterns and shifts.
Shift patterns file: If you select 'Use Local Shifts File', upload this file here. 

Bank holidays file: If employee's entitlement does not include public holidays, you will be required to upload a file of bank holiday information here. This is required to be a .txt file. Assistance on this below:

Feed: Here you have 3 options of potential Payroll programmes you may integrate with. Selecting an option will ensure your timesheet report exports in the specific format supported by that payroll system. 

Convert hours to decimal: Convert the value of hours into a decimal. For example, '10:30hrs' will show as the value '10.5'

Summary Timesheet: (Daily Basic, Overtime & Sunday Premium hrs)

Detailed Timesheet: (Daily clock in/out records, holidays, sick and/or other events)

Detailed Upload Timesheet: We advise to avoid this option when testing. This will create a pdf copy of timesheet per individual, and automatically upload this to the employee's Personal Documents area in PeopleHR.

Shift Activity Timesheet: Provides an audit to take into account employees that have clocked out and back in again within a given time period. 

Detailed Upload Timesheet Reference: Use only if selected 'Detailed Upload Timesheet' above. Here, please input the name of the report that would be uploaded to the employee's Documents tab.

Detailed Upload For Employee Id: Use only if selected 'Detailed Upload Timesheet' above. Optional - use this area to specify which employee you wish to send this to if you do not wish to send to all.

6. Now, click the Settings tab in the top right hand corner and work through each tab to enter your settings. Use the instructions below to help.

- Time Settings (and API key)

(Top of page) API Key: Paste in the API key you have created and click save.

Bank holiday hours: Paid hours for a bank holiday. This specified the maximum paid hours to award for a bank holiday. 

Clock In grace period (minutes): Allowed minutes for a clock-in, in respect to the shift start time. For a shift day starting at 8:00, a clock/in at 8:03 will be rounded to 8:00 (if the minutes past starting time are less than or equal to grace period).

Clock Out grace period (minutes): Allowed minutes for a clock-out, in respect to the shift end time. For a shift day ending at 18:00, a clock-out at 18:57 will be rounded to 19 (if the minutes past/before ending time are less or equal to grace period).

Shift day rounding (minutes): Rounded minutes (applied for a shift working day).Clock-in at 6:37 will be rounded up to 6:45 (using 15 mins rounding step)Clock-in at 6:32 will be rounded down to 6:30 (due to the clock in grace period)

Late arrival grace period (minutes):  If a clock-in is after shift day's start time for more than allowed minutes, a 'Late Arrival' comment will be added to the Detailed timesheet's Reason section - Detailed timesheet only.

Break time period: If the break time is not specified on the employee's work pattern, and under the rules tab you have set for break times to be deducted, this will be taken as the default number of minutes deducted.

Shift activity - hours between shifts: Based on the 'Shift Activity Timesheet', here you can specify the timeframe in which the report would be looking at.

Daily Hours Rounding: As opposed to rounding the specific clock-in/out time to the nearest minute specified under the shift-day rounded, you can round the overall working hours that day.

Max hours per Day: Will limit the max number of hours that can be awarded per today, this is for both basic hours and overtime hours. 

Skip Break Deduction If Worked less Than: No break time is to be deducted for employees working less than half of their hours or below X hours in the shift.

Night shift allowance - shift starts after: Specify what time a night shift starts (ex. 20:00). The report will then look check an employee's work pattern against this setting to determine if they are working a night shift or not. 

- Rules 

Early clock in round to Clock In time: If enabled, early clock-ins will be set to shift day's start time. For a shift day starting at 7:00, any clock-in before that time will be set to 7:00. If disabled, the early clock in will be logged to the nearest 15 minutes, we add to overtime only the time after the work pattern end time.

Reduce break time: If enabled, break time will be deducted from worked hours (default at 30 minutes).

Reduce break time for Part Day holiday - Indicates if break time will be deducted in days having a Part Day Holiday. 

Reduce break time if less than half time worked - Indicates if break time will be deducted if hours worked during entire day are less than half the expected hours.(For 3 hours worked in an expected 7 hour day, the break time will not be deducted if option is disabled.)

If clocked in/out during public holiday put retain holidays hours and place worked hours into overtime:  If enabled and working during a Public Holiday, the holiday hours are paid at normal date and the worked hours are paid at overtime rate. If disabled, the worked hours are to be paid at over tie rate only. 

Include employees without Time Attendance Id: If enabled, employees without a Time & Attendance ID will be included in this report. If disabled, their information will be ignored. 

Balance Basic using Overtime hours: If enabled, timesheets will be updated to balance overtime hours to basic hours when basic hours are less than expected shift hours (week basis). (For a week with expected shift working hours of 40, having 36 hours paid at basic rate and 10 hours paid at overtime rate, the balance operation will set 40 hours paid at basic rate and remaining 6 at overtime rate.)

Cap holiday hours to shift hours: If enabled, the booked holiday hours will be capped to the shift day hours. (For a booked holiday of 10 hours on a shift day with 8 expected hours, enabling the option will allow the system to pay only 8 hours from the total holiday duration of 10 hours.)

Include hours before/after shift or Rest Day as Overtime: If enabled, any clock in time before/after the work pattern start/end time will only be taken into account when recording overtime hours via the overtime logbook screen.

Use shift day hours for bank holiday: If an employee clocks in on a bank holiday the hours on their work pattern will be used rather than the default number of hours under the 'Time Settings' tab.

Add non-deducted break time to Overtime: An hours recorded under the lunch breaks logbook screen will be added to an employee's overtime hours. 

Round to shift expected hours: If selected, even if an employee does not meet the expected hours on their work pattern, their hours will be rounded up to their daily total hours. 

Adjust break time with manual clock out: This setting will take into account if an employee clocks in and out for their break time and will adjust accordingly with the default break time that is deducted. 

- Rest Day

Rest day rounding: If an employee works on a standard non-working day, you can specify a different rounding rule for these days. 

Automatically deduct XX mins for breaks for working non-shift days (This time can be added back in by the employee declaring breaks as working time):Minutes to be deduced as lunch break whilst working in a non-shift day. (Working 10 hours on a Saturday (non-working day) will allow 9:30 hours only to be paid using the default minutes break setting. 

Rest day break deduction: If enabled, the break time will be deducted from the worked hours in a rest (non-shift) day.


Rest day use shift start time: If enabled, the system will use the common shift start time while processing a rest (non-shift) day. 

Paid events (comma delimited):List the other event reasons that would like to aware hours back for, using commas to separate each reason. 

Rest Day Paid Events (comma delimited): Much like the above, list the other events reasons that would be awarded back in hours if this is normally a non-working day. 


Salary type: Use this filter to specify which salary types will be included in this report. This will need to be stated as shown in the Query builder ie. 'Hourly Salary, Annual Salary'. Inputting 'Hourly, Annual' will not work.

Reports to: Use this area to filter who you wish to be included in this report. (Example: only employees reporting to "Reports To" will be included).

Departments (comma delimited): Use this filter to specify which departments will be included in this report

Companies (comma delimited): Use this filter to specify which companies will be included in this report


Order employees by: Here are four options in which you can specify how employees will be ordered/grouped in this timesheet report.

Summary report - show Saturday hours: If enabled, Saturday hours included in the summarised timesheet report will be separated into their own column.

Summary report - show Sunday hours: If enabled, Sunday hours included in the summarised timesheet report will be separated into their own column.

Time Management

This section is used to select the reasons you would like to be included under the exceptions report that is generated on the front screen of the program after processing has finished. 

Please include the reasons you would like to include as an exception on the right hand side. 

Once you are happy with the selected settings, go back to the main page and select Process Timesheet. 


After processing on the front page of the tool you will see a blue hyperlink titled ‘Review Exceptions’

Selecting review exceptions will then display a screen for all employees with an exception in the selected date range. 

Selecting a row will then allow you to trigger an action again that date, this includes 

Add Holiday – Add a holiday against that date 

Add Sickness – Add a Sickness against that date 

Add Other Event – Add an Over event against that date 

Add Late – Add Late against that date 

Review – Mark the day as reviewed, this is to be used when no action is required for that date and you don’t want that date for an employee to appear under the exceptions report in future runs. 

Update Clock – Adjust the clocking times for that date, for example adding a missing clock out. 

Please be aware if you wish to use the ‘Review’ option the following logbook screen must be created:

Logbook Screen Name: Reviewed Timesheet Anomalies

Fields: Date (Date field) 

Reviewed (Turn On/Off)


Customer Services Team.

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