🔐 To process Timesheets for multiple Workers, you'll need either Admin or Circus Admin access. Learn more about Managing Permissions. 🖥️ This feature is accessible on only desktop devices.
Overview
Use this guide to learn how to effectively search for, process, approve, download and delete a Timesheet, whether you are an accountant tasked with coding or editing Timesheets, or an approver who is part of the Chain of Approval responsible for approving or facilitating the payout of a Timesheet.
Navigating Timesheets
If you are part of the Chain of Review and need to approve a Timesheet, you will receive an email notification. Click on the 'Review' button in the email, which will direct you to log in to Circus and review the Timesheet.
If you are already logged into Circus, to access a Timesheet, start by clicking on the relevant production from your main dashboard. Then, on the production dashboard, click on the Timesheets icon in the left navigation bar to access the Timesheets overview page.
The Timesheets will be organized into the following sections:
All - Timesheets in every state as described below
My Approvals - Timesheets that require your review.
In Review - Timesheets that require either yours or someone else's review
Approved - Timesheets that have either been fully approved
Paid - Timesheets paid via a payroll run
Deleted - Timesheets that have been submitted by Workers but deleted by someone with elevated access
By default, the Timesheets that require your review will load first under 'My Approvals'. Click on the Timesheet or entire row to review it.
Timesheets in Payroll Runs – An additional column displays the name of the payroll run to which the timesheet has been assigned. Click the payroll run name to open it and view other associated timesheets.
Editing Timesheets
On the left navigation of a Timesheet, you will see a chronological history of all Timesheets submitted by each Worker, organized by their creation dates.
Workers do have the ability to submit a Timesheet under multiple roles if they've onboarded with multiple different Start Packs. This cannot be edited by you, however everything else can be adjusted on a Timesheet to ensure payroll is processed correctly and swiftly.
If the Week Ending Date is incorrect, click on the date and use the calendar picker to choose the correct work week.
Labor
Accountants or Approvers have the ability to edit everything in the labor section. If there's a day where Workers have worked but haven't input any times, you can activate it by selecting from the dropdown under the 'Period' column—options include 'Prep', 'Shoot', 'Wrap', or 'Travel'. This enables you to enter the relevant times for that day. Conversely, if a day needs to be disabled, simply choose 'No Call'.
🖥️ Note: depending on your screen's resolution, you may need to scroll left or right to see the entire table.
The time inputs utilize a 24-hour clock format and automatically rounds up all times to 6-minute increments. Therefore, you'll enter times in the following format:
9:00 AM = 0900
9:06 PM = 2106
If the Worker's shift spans past midnight, you will enter the time in the following manner:
Call Time: 6:00 PM = 1800
Wrap Time: 3:00 AM = 2500
Maximum Hours: 4700, or 11:00pm the following day is the maximum amount of hours that can be set on a timesheet.
Circus automatically calculates the Total Work Hours. By default, it includes meal times in this calculation. However, if you prefer to have meal times added to the Total Work Hours instead, simply click on the settings icon located at the top right of the table. Then, toggle off the 'Subtract Meal Times' option. The Timesheet will promptly re-calculate accordingly.
Circus will automatically calculate the Pay Hours but if you're looking for Overtime, Meal Penalties or Turnaround Penalties to be calculated based on union rules, click on the Calculate Overtime icon in the top right of the table.
Overtime
The overtime settings can be adjusted
Kits & Allowances
Below the labor summary, you'll discover the Kits & Allowances section, offering the flexibility to include various Kit or Allowance Types (e.g., Cell Phone), along with specifying Units (e.g., 5), Frequency (e.g., Days), and Rate ($4.00/day). Once you've inputted all the necessary fields, the total will automatically calculate on the right-hand side.
To incorporate additional Kits or Allowances, simply click 'Add' at the bottom of the table.
Automated Kits from Deal Points: Timesheets by default will display all kits and allowances negotiated on the Start Pack. If it's not applicable to this week or was added erroneously, click on the 'Delete' icon positioned to the left of the table.
Expenses
If the Worker has incurred a few expenses such as a meal or parking fees and they were not required to submit an Expense Report, you will find all uploaded receipts to get reimbursed.
To add additional receipts, simply click on the 'Upload Receipt' button, then follow the prompts to upload a photo of the receipt and include the receipt total. Click 'Upload Receipt' and the table will update with the new expense. To download an uploaded receipt, click on the download icon next to the trash can icon. If you wish to remove an item, just click on the trash can icon located to the left.
Coding Timesheets
Each line item on a Timesheet can be categorized using multiple Group Codes and an Account Code.
Automated Default Codes: Account and Group Codes can be set for each worker on the corresponding Start Pack. Those codes will automatically apply to labor, kit, per diem, etc line items on each Timesheet. Learn more
If you have a Chart of Accounts uploaded, you can select the appropriate account code for the total amount of each line item by clicking on the dropdown menu, then choosing the appropriate Account Code.
For Group Codes, each one you've set up will appear in its own column. To categorize a cost, click on the open field under the relevant column and select the appropriate code. For instance, if the expense is related to labor for season 3, episode 3, you might choose '303' under the 'EPS' column. Alternatively, if you are allocating tax credits for this labor to a specific region like Ontario, select 'ONL' under the 'TAX' column.
Changes will be saved automatically.
Referencing Deal Points and Upgrading
To view the worker's start pack deal points while reviewing the Timesheet, click the Start Pack icon located in the top-right corner of the toolbar.
Here you'll be able to make add Upgrade Rates which can then be chosen on the Timesheet directly in the circumstance where a worker has performed a new role for the day.
Pay Hours can also be adjusted to re-calculate the overtime structure. In addition you may find the existing Overtime formula which can be adjusted.
Approving Timesheets
If you need to approve a Timesheet, simply click 'Approve' on the action bar at the bottom of your screen. The action bar will convert to an 'Approved' status and status of the Timesheet will be updated in the Timesheets overview page.
Blocked Approvals: Timesheets are blocked from being approved if their corresponding Start Pack has not yet been approved.
The platform will then automatically load the next Timesheet awaiting your approval. If there are no more Timesheets needing your attention, you will be redirected to the Timesheets Overview page.
Pro Tip: If payroll is enabled on the production, the fully approved Timesheet will automatically be included in draft payroll runs.
Commenting & Audit Logs
On the right side of your screen, the toolbar features Walkie, where you can access a comprehensive audit log or history of all events related to a Timesheet, including submission, edits, coding, and approval. This log includes timestamps for each action initiated by a user and is accessible to the Worker.
Additionally, approvers and accountants have the ability to add internal notes regarding the Timesheet, which are not visible to workers, facilitating private discussions about its status or required actions. To do this, enter your note and click on the plus ('+') icon.
To delete a note, simply click on the Delete icon.
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