Time Logs

1. Click the Filter icon.
2. Under Custom, select "From Date" and "To Date".
3. Select the options under other fields like Jobs Status, Clients, etc as per your need, and hit Submit.
   

Jobs status

1. Click the filter icon.
2. Under the Clients drop-down, select the desired Client name.
3. Under Jobs Status, select Completed.
   

The approval status filter will be applicable only if approvals are configured. In the absence of approval configuration, the data pulled out will be based on the other parameters chosen and not on the approval status.

Projects status

Logged hours for clients

Employee logged hours

None (no time logs) - all users without time logs will be displayed

Lesser than - all users with less than the specified number of hours will be displayed

Greater than - all users with more than the specified number of hours will be displayed

Equal - all users with exactly the specified number of hours will be displayed

Include employees without time logs - this option can be selected if an organization wants to see employees without time logs in their filtered lists. For example, when searching for employees with less than 5 logged hours, selecting this will include employees with no logged time.

Use Case 1 

An organization wants the list of employees who must have logged less than 10 hours this week in the Legal department. The employees without time logs must also be included in this report. To derive this,

Click the filter icon.

Ensure the period is set to This Week

Select Lesser than under Logged Hours 

Enter 10

Enable Include employees without time logs

Select the Legal departmen

Use Case 2

An organization wants the list of employees who have not logged time for the current week. To derive this,

Click the filter icon.

Select This Week under Period.

Select None (no time logs) under Logged hours.

When the None (no time logs) are selected, the approval status will get disabled automatically. This happens because when there are no time logs, the approval process is not applicable. 

Timesheet data for payroll

1. Click on the Filter icon
2. Click Period, select Custom, and give the desired date range.
3. Click Employee and select the name.

Note: You will be able to see the detailed report date-wise if you click on individual rows of the report.

Note: You can prevent any edits being made to the time logs/timesheets of the past by the user by configuring a pay period.

Exporting in ADP RUN format

1. Navigate to Reports > Timesheet data for payroll.
2. Use the filter to select the pay period you want to export. 
3. Click Export in ADP RUN format from the menu that opens when you click the ellipsis icon.
   
4. The file will automatically download in ADP RUN format.

> Edit to match the ADP RUN format before importing to ADP.

> There must be at least one Pay Period configured in Zoho People under Pay Period Settings for the export in ADP RUN format option to appear.

Exporting in SurePayroll format

1. Navigate to Reports > Timesheet data for payroll.
2. Use the filter to select the pay period you want to export. 
3. Click Export in SurePayroll format from the menu that opens when you click the ellipsis icon.
   
4. The file will automatically download in SurePayroll format.

> Edit to match the SurePayroll format before importing to SurePayroll.

> There must be at least one Pay Period configured in Zoho People under Pay Period Settings for the Export in SurePayroll format option to appear.

Scheduled vs Worked Hours

Terminologies in the Report:

Scheduled Hours: The total number of hours that is scheduled for the job, for a particular user.

Logged Hours (within the schedule): Hours logged by the user for the particular job within the schedule (through manual (start-end) and timer method).

Logged Hours (total): Hours logged by the user for the particular job within the schedule (through manual (start-end) and timer method).

Overtime/Deviation: This is the difference between the logged hours and the scheduled hours. If the total hours logged within the schedule is more than the scheduled hours, then it will show as overtime. If it is less, then it will show as Deviation (as a negative value).

Use Case 1

For example, assume that a user has logged a timer entry from 10 am to 6 pm. Consider that there is a schedule from 5 pm to 7 pm.

Here, Logged Hours (Total) = 8 hours

Scheduled Hours (Total) = 2 hours

So, there is an overtime of 6 hours

Here, total logged hours within the schedule = 1 hour ( 5 - 6 pm)

Therefore, there is a deviation of 1 hour.

Assume that the schedule is from 6 pm to 8 pm, then the deviation will be 2 hours, although on the total logged hours there is an overtime/deviation of 6 hours.