FAQs

Question

Answer

If a crew member has submitted their timecard more than once, or submitted an incorrect timecard, can the timecard be deleted?

Yes, tick the box next to their name and click the Delete button

Can I delete multiple timecards at once?

No, you can only delete one timecard at a time

Can I sort the timecards by Employee Name?

Yes, you can sort the timecards in your preferred order by clicking on the dropdown list and selecting the order you prefer:

Can I submit timecards on behalf of staff / crew

Yes, you can create a new timecard in DPF on behalf of a staff or crew member. However, please note, the employee signature will not be on it.

If there are crew who don’t submit timecards, (ie, HOD) you can create a timecard from them by clicking New

Search for the employee and select the week ending date. Complete their hours worked and click Save.

Follow the same process as described to add to batch and send through the approvals process.

Some timecards are being emailed to us, but they’re not appearing in DPF. What is going wrong?

You may also receive timecards that are not in the timecard format that you specified.

This is because the crew/staff member has not added the Company via the Fetch function within their Freelance Portal.

You can ask them to do this, and there will be no issues moving forward with future timesheets.

Do you have user guides for Staff/Crew to use?

We do! Please see the attached generic documents. They are generic, so will require you to enter in some of your company specific information. These are in Word so that they are easily edited by you, and you can then save them as PDFs and send out to the relevant staff.

What happens if a timesheet is edited in DPF?

The system will send the changes over to payroll. The payroll system will perform the recalculations, generate a new payslip, and send it back to DPF. This process can take between 5-10 seconds. You need to click off the person, and then go back on to them to see the updated payslip.

If changes are made in Kiosk or Payroll, what happens?

Those changes remain in those systems, but they do not get passed back to DPF.

Bulk approvals in DPF

Please note that multiple timesheets can be approved in the one action, by ticking all of the boxes on the left, and then clicking the approve button.

The document generation is then processed via our queue, which can take a little bit of time.

Our department heads have a lot of people in their department, and don’t want to receive an individual email each time a timesheet is ready for approval

The way the system is designed is to send one email per person. If your Department Head does not want to receive emails, we can turn that feature off. They would then need to login to DPF regularly to approve the timesheets waiting for them.

Recommended setup:

Accounts Team users can see all the timesheets. When they come into the Drafts folder, the Accounts team need to match new people to their payroll record, and assign the timesheet to the payroll batch.

If you have other users (for example, a Department Coordinator) that you would like to be able to manage / edit timesheets, we recommend putting them as the first approver in the approval chain, so that they can fix / decline the timesheets prior to Department Head approval

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.

Some of my timesheets have been fully approved but TPH Payroll doesn’t have them.

To get the timesheet to payroll, please go to the right-hand side menu, and find the Export section. Click on the TPH Payroll button to send the timesheet over to TPH Payroll.

I assigned the wrong approval group to the timesheet and it’s been sent for approval.

How do I fix it?

The Operator that sent the timesheet can recall it back to Drafts. Go to Pending, find the timesheet, and click the Move button.

Go to Drafts, and find the timesheet. Click on the More Details button, update the approval group, and click Save.

You can then send the timesheet for approval again, and it will go to the correct approval chain.