Operator User Guide

Once an employee has submitted their timecard, it will appear in DPF under Drafts
If the employee is new and you haven’t processed their timecard via DPF previously, you will need to allocate their setup from Payroll to the timecard they have submitted (you only need to do this process once). It’s easy to distinguish new employees because their name won’t appear, it will just say their department and position
When you click on the timecard you will be able to see the employees name on the timecard
To allocate the employees timecard to employee setup in Payroll click more details
Click on the Search button and you can do an employee lookup to select the employee. Click Save If the employee is new, or has only been added to payroll recently, you may need to click on the refresh button to reload the list of available employees
Attachments. On the right-hand side, via the 3-dot menu, you will be able to see 2 versions of the timesheet. Freelance Portal Version: will have the name, date, position and production name in the file name. DPF Version: will start with TC_ and this is the version that is editable. We don’t edit the FP version, as this was the original document.
If changes need to be made to the timesheet, they can be edited in the Drafts section (if that is your production process). To do so, click on the Edit icon, and it will open up the DPF version of the timesheet for you to make changes to. Make the required changes, and click SAVE at the bottom.
To allocate timecards for the week you’re processing, click on Drafts and select the relevant employees by clicking the check box next to their name
Click the 3 vertical dots button on the top right of the screen
Click on Move and select batch from the drop-down list to select which batch you would like the employees timecards to be added to (Paymaster will need to create the batch/batches before you can do this step). IMPORTANT NOTE on Payroll Batches: There may be some timesheets that are not approved in time for the main batch processing. If this is the case, the Operator will need to go to the Pending section, tick the boxes for the relevant timecards, click Move and move them to the additional batch (that TPH Payroll have set up).
Once you have moved the employees to a batch, you will need to click Send. The timecards will now be moved from Drafts and will appear in the Pending (ready for approval) section. The approver will be notified that there are timecards and payslips that need to be approved.	NOTE: when the timecard is sent for approval, the system will generate the payslip only if the timecard has been allocated to a batch.
Once the timesheets have been sent for approval, DPF is making a call to the Payroll system to generate the payslip. This can take some time, particularly if you send a lot of them at once. When an approver logs in to approve, they may get a message telling them that the record is locked. They need to wait for the system to generate the payslip, and they’ll then be able to approve.
Once the approval chain has been completed, the Operator will receive an email to notify them that timecards have been completed. They will login to DPF and go to the Approved section to view the approved timecards. TPH Payroll will have been notified that the timesheets have been approved as well, and the normal payroll process will be followed.
Optional: Click the 3 vertical dots on the right-hand side of the screen. Go down to the TPH Payroll menu item and select the option to generate the task for TPH Payroll to complete.

FURTHER INFORMATION ON PAYROLL BATCHES Each week, the TPH Payroll team will set up a Main batch and an Additional batch. Timesheets need to be assigned to the main batch to be sent for approval. Once you reach the cut off time, payroll will lock the main batch, and only the approved timesheets will be included in that main batch. The operator will need to go to the Pending section in DPF, tick the boxes, and move the outstanding timesheets to the Additional batch, so that they can be processed at a later time. (Note: if you’re unsure, please contact customer support to help you with this. Additionally, TPH Payroll can help with this as well.)