Set up timesheet codesLast updated on 11/28/2022

• By default, your account includes several timesheet codes. If you don’t want to use them in your workflow, you can deactivate them.

• Non-job events are paid or unpaid hours not linked to a job. You can view and schedule non-job events from the Dispatch Board and you can choose to assign or not assign timesheet codes to them.

• Office employees can use the Time Clock to track non-job events. Note: Account configuration is required to use this feature. Please contact Technical Support for details.

• Common paid non-job events:

  • Paid time off (PTO)

  • Paid training

  • Parts run

  • Drive home

• Common unpaid non-job events:

  • When a technician is off the clock so dispatchers know their availability

  • Personal appointments

  • Unpaid errands or meetings

  • Unpaid leave

• If you use Clock In / Clock Out, technicians can clock in to and out of non-job events that are assigned timesheet codes. Note: Account configuration is required to use this feature. Please contact Technical Support for details.

1. Go to the navigation bar and click Settings .

2. In the side panel, go to People > Payroll. Payroll Settings opens.

3. In the Timesheet Codes section, click Edit. The Non-job Event Codes screen opens displaying a table of active codes.

4. Click Add to create a new code. The Add a Non-job Event Code screen opens.

5. Enter details for the timesheet code:

   • Timesheet Code: Code to identify the event (eight character maximum)

   • (Optional) Description: Short description of the event code

   • Applies to: If you use Office Timesheets, whether the event code applies to technicians or office employees

   • Type: Whether the event is paid or not:

     • Unpaid: Event does not pay

     • Paid: Event pays an hourly rate

     • Paid Time Off: Event pays an hourly rate. Paid time off (PTO) hours do not count towards overtime and is set up by the office.

     For Paid and Paid Time Off non-job events, select how you want to pay for hours:

     • Pay hourly rate: Use rate set in the individual’s profile at Settings > People > Technicians or Employees > Payroll

     • Custom hourly rate: Entered rate applies to all individuals for this non-job event

   • Technician Visibility: Select how you want technicians to view and use the timesheet code.

     • Always visible: Technicians can clock into events using the code in ServiceTitan Mobile

     • Only visible when scheduled: Technicians can see the timesheet code in their upcoming events scheduled by the office

     • Hidden from technicians: Used by the office to log events and is not visible to technicians

   • Exclude from reports if technician fails to clock in: If a technician does not clock into a scheduled event, the event does not appear in their reports, including timesheet and payroll reports. For example, if you schedule paid monthly training sessions for your entire department and a technician does not clock in for the session, they are not paid for it.

   • Deduct commute time: Subtracts the technician’s commute time from paid hours as set in their profile at Settings > People > Technicians

   • Master Pay File Business Unit: Business unit (BU) assigned to the timesheet code in reports. Select Default to user’s business unit to assign the BU of the technician or office employee to the event.

6. When you're done, click Save.

For reporting accuracy, you cannot delete timesheet codes, but you can deactivate them so they aren’t available for future use. Deactivated codes can be reactivated at any time.

To deactivate or reactivate timesheet codes:

1. Go to the navigation bar and click Settings .

2. In the side panel, go to People > Payroll. Payroll Settings opens.

3. In the Timesheet Codes section, click Edit. The Non-job Event Codes screen opens displaying a table of active codes.

   Note: To view inactive codes, click Filter in the Active column, select Inactive, and click Filter.

4. Select the timesheet codes you want to reactivate or deactivate.

5. Click Deactivate to deactivate the selected codes or Activate to reactivate them.

• Visit ServiceTitan Academy to enroll in Payroll Essentials

• See Timesheets report template