Timesheet submission requirements
For a timesheet to successfully submit to SelectPay, the following must happen:
Employee submits the timesheet via Self Service - This sets the Submitted flag to 1/True.
Manager approves the timesheet via the approval workflow - This sets the Authorised flag to 1/True.
HR approves and submits the timesheet - This sets the Workflow Status to 1.
Only when all three fields (Submitted, Authorised, and Workflow) are set to 1, will the timesheet submit to SelectPay.
Additionally, the Pay Element used must be mapped correctly in the Service Administrator.
Check for submission errors via an export
You can confirm the timesheet flags using a data export:
Log in to SelectHR.
Go to Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Choose the SelectHR database and log in.
Paste the SQL below:
SELECT Person.Snapshot.[First Name], Person.Snapshot.Surname, Time.Timesheets.[Timesheet Number], Time.Timesheets.[Week Beginning], Time.Timesheets.Submitted, Time.Timesheets.Authorised, Time.Timesheets.Workflow FROM Time.Timesheets INNER JOIN Person.Snapshot ON Time.Timesheets.[Person Number] = Person.Snapshot.[Person Number] WHERE Person.Snapshot.[First Name] = 'TYPE FIRST NAME HERE' AND Person.Snapshot.Surname = 'TYPE SURNAME HERE'
In the export definition window, click Options > Paste SQL from clipboard.
Enter the employee's first name and surname in the criteria section.
Click the Data tab.
Check if the Submitted and Authorised columns are ticked, and Workflow is set to 1.
If any of these fields are not set to 1, the timesheet won’t submit and must be corrected.
Confirm pay element mapping
To check if the pay element is correctly mapped:
Log in to SelectHR.
Go to Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Choose the SelectHR database and log in.
Paste the SQL below:
SELECT B.[Payroll Name], A.[Payroll Code] AS 'SelectPay Code', C.[Pay Element Type] AS 'SelectHR Pay Element Name' FROM ZZCONFIG.[PAYROLL CODES] A INNER JOIN EMPLOYEE.PAYROLLS B ON B.[PAYROLLS NUMBER] = A.[Payroll Name] LEFT JOIN PAY.[ELEMENT TYPES] C ON [PAY ELEMENT TYPE NUMBER] = A.[Select Code] WHERE A.[Variable Name] = 'Adjustments'
In the export definition window, click Options > Paste SQL from clipboard.
Click Data.
If the required pay element does not appear, it has not been mapped.
If you are hosted with Access, raise a new case online and include the name of the pay element in SelectHR and what it should map to in SelectPay.
If on premise, follow the guide on mapping pay elements.
Still having issues?
If the issue persists, raise a new case online and include:
The name of the affected employee.
The specific timesheet record.
Whether the steps in this article were followed.
A screenshot of the data export showing the flags.