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How to Generate and Read the Timesheet Report.

Understanding the data, hours, and costs included in your reports.

The Timesheet Report is the primary tool used by finance teams and managers to audit labour costs and prepare data for payroll. In Platform for Care, this report provides a comprehensive breakdown of every hour worked, every kilometre travelled, and the associated costs based on your organisation’s award interpretations.

1. Generating a Timesheet Report

You can generate reports for specific pay periods, individual staff members, or entire teams.

  1. Log in to the Platform for Care web portal.
  2. Navigate to Reports > Financial Reports > Timesheet Report.
  3. Define Your Filters:
    • Date Range: Select the pay fortnight or month.
    • Staff/Team: Filter by a specific employee or an entire department.
    • Status: Choose to see all shifts, or filter by "Approved" only to ensure you are looking at finalised data.
  4. Click Generate: The system will compile the data into a preview table.

2. Reading the Report Columns

The report is designed to be read from left to right, moving from administrative details to financial totals.

  • Employee & Client Details: Identifies who worked the shift and for whom.
  • Actual Start/End Times: The GPS-verified times recorded via the mobile app.
  • Total Hours: The net duration of the shift after any unpaid breaks are deducted.
  • Pay Rate/Award: Displays the specific pay scale applied (e.g., Weekday, Saturday, or Public Holiday rates).
  • Allowances & Kilometres: Lists any additional costs like travel reimbursements or meal allowances.
  • Gross Cost: The total estimated labour cost for that specific shift before tax.

3. Understanding Award Interpretation in Reports

One of the most powerful features of the report is the Award Interpretation column. The system automatically calculates:

  • Penalty Rates: Automatically flags shifts worked after hours or on weekends.
  • Overtime: Identifies when an employee has exceeded their standard hours for the period (e.g., working more than 76 hours in a fortnight).
  • Sleepovers: Correctly categorise overnight shifts according to your specific employment agreement.

4. Exporting Data for Payroll

Once you have reviewed the report and ensured the data is accurate, you can export it for use in external payroll software (like Xero, MYOB, or KeyPay).

  1. Click the Export button at the top of the report page.
  2. Choose Format:
    • PDF: Best for internal auditing and record-keeping.
    • CSV/Excel: Best for manual data manipulation or uploading to accounting software.
    • Direct API: If enabled, you may see an option to "Send to Payroll," which transfers the data instantly to your integrated payroll system.

Best Practices for Accurate Reporting

  • Reconcile Early: Generate a draft report mid-way through the pay period to catch any "Unapproved" shifts or "Validation Warnings" before the final deadline.
  • Audit Travel: Use the Kilometre column to spot unusual travel patterns or excessive claims that may need a manager's review.
  • Check 'No-Shows': Ensure that shifts marked as "Client Cancelled" are correctly coded so they appear as billable (if applicable) but not necessarily payable to the staff member.