Use the GPS Timekeeping Integration

Overview

The GPS Timekeeping Integration lets you integrate your payroll timesheets to your fleet management system. This allows you to quickly review timesheet discrepancies and approve or reject timesheet edit recommendations based on the available GPS data.

Things to know

• An introduction to the GPS Timekeeping Integration feature appears the first time you access the Timesheets screen. You can exit the introduction at any time.
  

• You can change the amount of time that is allowed to pass before a discrepancy is flagged. For more, see Set up GPS Timekeeping Integration.

• If there are multiple discrepancies in a timesheet, you can resolve them all at the same time when reviewing the discrepancies.

• We automatically select suggested changes to resolve the discrepancies. You can quickly review and accept all changes by clicking Save. This helps to reduce the number of clicks it takes to resolve discrepancies.

• The Map View is available for each day.

• You can see the total mileage for each travel activity directly in the timesheet.

Resolve discrepancies from the payroll dashboard

1. Click your Profile , then click Payroll.
   The Payroll Dashboard opens for the employees you manage.

2. When timesheet discrepancies are found in a payroll, a banner displays alerting you to the discrepancies. Click View Discrepancies to review.
   

   Note: If you don’t want to review the discrepancies at this time, click Remind Me Later. The banner disappears until the next time you access the Payroll Dashboard, but the discrepancy iconshows next to each entry with a discrepancy. 

3. The Edit Timesheets screen opens and automatically filters for dates with open GPS discrepancies during the selected payroll period. Click Expandnext to a timesheet entry to review.
   

4. The Timesheet Entries section expands. Entries with discrepancies are displayed with a Warning. Hover over the warning to see the discrepancy.
   

5. Click Resolve Discrepancy to make changes to the timesheet.
   

   Note: Click Dismiss to ignore the discrepancy. This removes the discrepancy warning notification from the timesheet. 

6. On the Resolve Discrepancy screen that opens, review the suggested changes and do one of the following:

   1. Accept the suggested change by clicking Save.
      

   2. Edit the suggested change by clicking Edit and entering a new time.
      

   3. If you edit the suggested entry and cause any gaps between entries, the gap is automatically categorized as idle time unless a new entry is created to fill that gap. To create a new entry:

      1. Click Add Entry.
         

      2. Select an activity from the Activity dropdown menu, then enter details for that activity.
         

7. When finished, click Save.

Resolve discrepancies from a job

When viewing Timesheets from a job, timesheet entries with discrepancies are displayed with a Warning . Hover over the warning  to see the discrepancy.

Click View Discrepancies to open the Edit Timesheet screen to resolve the discrepancies. 

Edit mileage in Timesheets

Note: GPS mileage tracking is only available with Flexible Timekeeping.

If you have Enable GPS Mileage Tracking and its appropriate permission enabled, you can edit mileage on timesheets.

Note: You can do this from either the Timesheet List or Card view.

1. Go to the Timesheet you want to add or update mileage on.

2. Click Edit  on the Timesheet entry you want to update. 

3. Update the mileage under the Driving Activity. 

4. When you’re done, click Save . 
   

Filter the Edit Timesheets screen

You can use filters on the Edit Timesheets screen to narrow down the types of timesheet entries shown.

• Show dates with open GPS discrepancy: Shows timesheet entries with discrepancies that haven’t been resolved.

  Note: This filter is selected by default.

• Show resolved GPS discrepancy: Shows timesheet entries with discrepancies that have been resolved.

• Show dismissed GPS discrepancy: Shows timesheet entries with discrepancies that have been dismissed. 

  • Dismissed discrepancies are greyed out. Hover over the icon next to the timesheet entry to view the discrepancy details, including who dismissed the discrepancy.
    

  • Click Restore to reopen the discrepancy.
    

Use Map View to review technician activity

You can use the Map View to help visualize the technician’s day by clicking Map View on the Edit Timesheets screen.

The Map View tab opens, showing the technician’s route for the day.

On the Map View, you can: 

• Use the toggles to turn the Routes and Breadcrumb trail on or off.
  

  Note: Routes are turned on by default. The Breadcrumb Trail shows all activity for the truck in a side panel next to the map.

  

• See your technician’s activity.

  • A Timesheet entry is marked with .

  • A GPS stop is marked with .

• View, resolve, or dismiss any timesheet discrepancies. 

  • Hover over the Discrepancy to view the discrepancy details.
    

  • Click Resolve Discrepancy to resolve the discrepancy. 

• View any Geofences along the technician’s route. For more, see Geofences overview.