Processing a Pay Step 1: Completing a Standard Timesheet

Modified on Fri, 26 Sep at 3:07 PM

How to Process a Pay – Step 1: Time & Income

RECOMMENDED: Watch our video instructions.

Navigate to "Process a Pay", then "Time & Income".

The Time & Income page allows you to enter hours worked, leave taken, and other details such as additional income, deductions, bonuses, and more. Approving this data is the first step in processing a pay in your Crystal Payroll system.

The Display

1. In the top right-hand corner of the page, you can see the pay period dates.

2. Along the top of the page, you can see the number correlating to that period.

3. On the left-hand side, you can see the names of the employees.

4. Clicking on an employee will load their timesheet based on their default hours, Crystal Timesheet, or their Leave Request.

Entering, Changing, & Deleting

If you want to add a new entry to the timesheet, click the "Date" field along the top of the page, choose the "Action", enter the "Hours", then "Save".

If you are entering leave, make sure you check if the employee has an available balance, because if you do not want to pay in advance, you need to untick "to be paid".

If you want to change an existing entry, click the "Date" on the left-hand side of the entry within the table itself. It will turn black, as opposed to blue and underlined, which means you're changing instead of adding.

If you want to delete an entry, use the rubbish bin icon on the right-hand side of the page. You can also use the bottom entry, in the bottom-right-hand corner of the page to delete all entries.

If you want to reset the timesheet at any time, use the information ( i. ) button on the right-hand side of the page, then hit "Apply".

You can also add Leave Periods as opposed to adding leave one-by-one, and add additional income & deductions directly to an employee's pay.

For more information on entering these additional payment items, see our guides below:

Finalizing a Timesheet

Once you are happy with the hours that have been entered, hit "Approved" along the top of the page for that employee.

You can also hit "Approve All" in the top right-hand corner of the page to Approve everybody at once. This is great to do as it can tell you if you missed anyone.

If you hit "Approve All" and are prompted with a menu like below, you can hit "Close" to cancel, "Continue" to ignore, and "Upload Default Hours", to upload the default hours.

Once everyone "Approve All" is pushed, and assuming you didn't "Close", the button will change to "Unapprove All".

Once all the timesheets have been approved, you're not done yet, as you now need to approve the Take Home Pay.

Continue to Step 2 here: Reviewing the Take Home Pay.