The Manage Timesheets feature allows Payroll Administrators to review substitute timesheet records generated from verified attendance and transfer those records to the FIS Payroll System for payroll processing. Verified attendance records must be reviewed, approved, and transferred before payroll can be processed. 

Who Can Access Manage Timesheets?

Access to Manage Timesheets is controlled by the Payroll Administrator permission. Being a Client Administrator does not automatically grant access to payroll-related functions. Users must be assigned the Payroll Administrator role to access and manage substitute payroll records. 

Assign Payroll Administrator Permissions

1. Navigate to Client Administration.
2. Select Administrators.
3. Add the user as a Payroll Administrator.
4. Save the changes.
5. Confirm the success message appears.

Once assigned, the user will have access to the Manage Timesheets feature. 

Before You Begin

1. Attendance is taken using the Substitute Attendance screen.
2. Attendance is verified by the designated administrator.
3. Verified records automatically appear in Manage Timesheets.

Access Manage Timesheets

1. Log in with Payroll Administrator permissions.
2. Select Manage Timesheets.

By default, SmartSub displays timesheet records from the last 30 days. Use the filters at the top of the page to adjust the date range if needed. 

Review Timesheet Records

The Manage Timesheets screen allows Payroll Administrators to review substitute attendance records before they are transferred to FIS. 

View Assignment Details

1. Locate a timesheet record.
2. Click the Expand Arrow beside the record.

The detail view displays additional information including: 

• Assignment details
• Approval date
• Status date
• Attendance verification information
• Employee ID
• Substitute ID
• Activity time information

Edit Payroll Information

If payroll information requires review or modification, you can edit the record before transferring it to FIS. 

1. Open the timesheet record.
2. Select Edit Payroll Information.
3. Review the payroll details.
4. Make adjustments if needed.
5. Save the record.

Review and Resolve Errors

If a timesheet contains an issue that prevents payroll processing, SmartSub displays an error message. 

Example Error

This error indicates that the substitute's employee ID is missing from the payroll record. 

Resolve Missing Employee IDs

1. Open the timesheet record.
2. Review the Payroll Information.
3. Verify the Substitute Employee ID field is populated.
4. Update the employee ID within FIS if necessary.
5. Save the record.
6. Return to SmartSub and verify the error is resolved.

Approve Timesheets for Payment

Before records can be transferred to FIS, they must first be approved. 

Approve Individual Records

1. Select a timesheet record.
2. Click Approve for Payment.
3. The record status changes from New to Approved.

Approve Multiple Records

• Select multiple records individually.
• Use Select All to approve all displayed records.
• Deselect any records that should not be approved.
• Click Approve for Payment.

Transfer Timesheets to FIS

After a record has been approved, it can be transferred to FIS. 

1. Select the approved timesheet record.
2. Click Request FIS Transfer.
3. Review the confirmation message.

Verify Successful Transfers

Within SmartSub

1. Filter records by Paid status.
2. Locate the transferred record.
3. Review any warning or informational messages.

Example Warning Message

This notification indicates that the actual time worked did not match a full day and payroll units were adjusted accordingly. 

Verify Records in FIS

1. Open the FIS application.
2. Navigate to:
   HR Payroll → Absences → Substitute History
3. Enter a Start Date and End Date.
4. Click Search.

The transferred substitute records will appear in the Substitute History screen for review. 

Reviewing Payroll Records

The Substitute History screen serves as a payroll review worksheet. Payroll staff can: 

• Review substitute history records
• Modify records when necessary
• Delete records if needed
• Prepare records for payroll entry

All information should be reviewed before final payroll processing. 

Quick Reference

Frequently Asked Questions

Why can’t I access Manage Timesheets?

Only users assigned as Payroll Administrators can access the Manage Timesheets feature. 

Why don’t I see attendance records in Manage Timesheets?

Attendance must first be verified through the Substitute Attendance process before timesheets are generated. 

What does "Substitute Employee ID Is Required" mean?

The substitute's employee ID is missing and must be populated before the record can be transferred to FIS. 

Can I edit payroll information before transferring records?

Yes. Payroll Administrators can use the Edit Payroll Information option to review and modify payroll-related fields. 

Why must records be approved before transferring to FIS?

New records must first be approved before they can be submitted to FIS for payroll processing. 

Where can I verify transferred records in FIS?

Navigate to HR Payroll → Absences → Substitute History and search within the desired date range.