Summit provides costing payroll for UK, Ireland, Channel Islands and the Caribbean and Middle East.

It can handle weekly and monthly paid employees, costing their time to contracts as well as calculating their take home pay.

Payroll is designed to handle costed and non-costed employees with options of weekly, two weekly, four weekly and monthly payrolls. Timesheets can be entered by employee or by site, with an option for daily time sheet entry. All payroll options are subject to password authority.

Payroll supports contracting specifics such as holiday credits, fares, travel etc, with numerous user definable payment and deduction headings. Calculating and recording of SSP payments are standard and a single input updates jobs and produces pay.

As well as Payroll the system can handle typical HR processes by including extended personal data to be stored as well as documents, forms and managing approvals.

Features

  • Up to 8 payrolls per company
  • No practical limit to user definable payment/deduction types
  • User access to PAYE and NI tables for rate changes
  • Automatic calculation of PAYE
  • Automatic calculation of NI
  • Multiple holiday credit types
  • Multiple guaranteed minimum bonus rates
  • Automatic calculation of statutory sick pay
  • Statutory sick pay maintenance
  • Comprehensive payslip production meeting all statutory requirements
  • Rounding of net pay option
  • Facility to amend and reproduce payslips
  • Payment by cash, cheque, BACS
  • Employee address labels
  • Optional overhead recovery by trade applied to contract costs
  • Comprehensive reports - reconciliation, payment deduction analysis
  • Automatic update of cost and nominal ledgers with detailed audit trail
  • Year end P35 and P60 form printing
  • Year end electronic P35/60 via XML to HMRC
  • Full on screen enquiry
  • Full history and reporting
  • Link to Subcontractors Ledger

Timesheets and expenses

Users enter their timesheets and / or expenses and mileage claims individually with electronic authorisation. (Contract Costing and optionally Payroll updated)

We have two Summit modules for timesheets and expenses – the one(s) you choose will depend on how your business plans to enter time and expense information on the system:

1) Timesheets and Expenses module

Every member of staff keys in their own electronic timesheet and expense information.

2. Managed Timesheets module

A manager, supervisor or foreman completes a single timesheet on behalf of the whole team. There is an Individual Timesheet Entry mode for Managed Timesheets where you can have a mixture of individuals and supervisors recording time.

Both options allow you to log time and approve from anywhere in the office or on site. Both make it simple to configure the way your business works, to meet your unique requirements.

Both options allow you to log time and approve from anywhere in the office or on site. Both make it simple to configure the way your business works, to meet your unique requirements.

1) Timesheets and Expenses module

This module enables staff to key in their own timesheet and expenses information. Deploying the application is simple and all users can access the module through their web browser from their desktop, laptop or mobile device.

Timesheets and Expenses module​:

Individual timesheet entry

  • Every line is clearly labelled, allowing users to see their current timesheet and expenses information and track it through the system.
  • This can be very handy if a user wants to find out where his or her expense claim is within the authorisation chain – a traffic light system makes it easy to spot any hold-ups. Equally, the user can see that they have not yet submitted their expenses claim.
  • Having opened the timesheet the entry grid is user definable (by authorised users) so that time can be entered by day or week.
  • Whenever a new timesheet is created, it will default to the next week-ending date.
  • The user can opt to copy forward the previous week’s timesheet details – this is a very useful function if they are working on the same jobs, week in, week out. It’s a massive time-saver that can also reduce the risk of keying errors.
  • If the user doesn’t know the contract number but they know the job name, they can use the ‘contract look-up’ function to find the information they need.
  • This module is not just for billable jobs – it also allows you to keep a close eye on non-productive costs by requiring users to break down their non-productive time by allocating it to various cost centres, such asholidays, sickness and training.
  • You can use ordering, filtering and formatting to customise the layout of your timesheet document so that what users see matches your existing timesheets and therefore mirrors the way that your employees are used to working. This familiarity will help increase buy-in to the new system. Information can be ordered by job number, work stage, rate or hours, for example.
  • Users can only post to valid contract or cost heads – if the contract is closed, for example, users will not be able to post time to it.
  • Users can enter their hours as a total for the week or by the day of the week.
  • You can set the system up so that the user sees a timesheet that’s relevant to their job role. The order and naming of the columns in their timesheet will be linked to a particular employee profile – so if their department uses the term ‘contract’ instead of ‘job’, the employee will see ‘contract’ as the column heading on the timesheet.
  • If an employee is working on site with no internet access, they can actually maintain their timesheet on an Excel spreadsheet throughout the week. When they get online, at the click of a button they can import that data from the spreadsheet directly into the software. This facility is very easy to use and incorporates in-line validation, so it will flag up errors such as incorrect job numbers and impossible working hours.
  • The user submits their timesheet electronically – it then goes through the workflow authorisation path that you have defined.
Timesheets and Expenses module​:

Individual expenses entry

  • Our expenses function takes all the hassle out of submitting expenses. It means you can continue to adopt your organisation’s existing expense processes.
  • Expenses information can be imported into the system from an Excel spreadsheet.
  • There’s no need for employees to hand in a pile of paper receipts. Users simply scan or take a photograph of their receipt and then add it to each individual expense line – this provides a lot more detail about exactly what’s being claimed, which is good news for the person tasked with approving the expenses claim. It also removes the need to rely on and store paper receipts, because the electronic copies are securely retained securely and easily accessible within the system.
  • The expenses function is also subject to workflow. For example, you could set up the system so that any expenses claims above £1,000 must be approved by a director, or so that all expenses claims must go via the claimant’s line manager, but can only be approved by the Accounts team.
Timesheets and Expenses module​:

Individual mileage entry

  • Users can add lines to provide a breakdown against user-defined mileage types – as well as time spent travelling to and from jobs, this can also include non-productive mileage (for example, for travel to and from a training course)
  • The user profile carries details about whether they have a car allowance or a company car, and the system then ensures that the correct rate per mile, by vehicle and user, is applied at all times – also, it is possible to opt for an alert that notifies the user when they hit their 10,000-mile tax limit
  • Users can enter milometer readings (this is the norm for users who have a fuel card) or a mileage total for each trip
Timesheets and Expenses module​:

Timesheet and expenses authorisation

  • Workflow will tell the system where an employee’s timesheet or expenses claim should go when they have submitted it. 
  • Workflow determines who should approve at each stage, and each user can have multiple managers (for example, the system can be set up so that if the project name is in the header, the claim is then automatically sent to the project manager for approval)
  • The approver can opt to receive email notifications
  • The approver can drill through the details of the claim, clicking through to review, amend any incorrect details and then approve the claim
  • The system can also be set up to send the expense claim or timesheet to the approver by email in a pdf format – the approver simply replies with ‘APPROVE’ or ‘REJECT’ on the email, that then talks back to the system and processes it through the workflow as an approved claim. This means that the approver doesn’t always have to log in to Summit to review claims
  • Where multiple approvers are involved, you can set up the system to notify the ‘Next Approver’ and the originator, once the timesheet or expense claim as gone through the first level of approval
  • You can allocate distinct rules to timesheets and routes to expenses claims (for example, you can set up the system so that an expense claim valued at over £1,000 will go straight to a director for approval, bypassing the supervisor).

2) Managed Timesheets module

Very often, it’s easier for a Manager, Supervisor or Foreman to enter timesheets on behalf of their team as a whole, rather than requiring each employee to complete an individual timesheet. To do this, you’ll need our Managed Timesheets module. The module can be accessed through a user’s web browser from their desktop, laptop or mobile device.

The module does allow the user to key in their own data if they wish to. The user’s supervisor will then review the timesheet and either approve it or move it to a Payroll level, to check that all details are correct – for example, to make sure that the right overtime rate has been applied.

The timesheet entry screen can be completely customised. You can design it to meet your organisation’s requirements – you can have your own column headings and can order them in a way that will be easier for users to understand.

Managed Timesheets module:

Single or multiple entry

As illustrated in the graphic below (Figure 6), time can be entered by employee (as shown in the top screenshot) or by project on behalf of multiple employees (the bottom screenshot). If the same people are working on the project, week in, week out, the supervisor can also click ‘copy from previous period’, to save time.

Figure 6 – Single and multiple timesheet entry are possible

Managed Timesheets module:

Payment deduction codes made simple

Payment deduction (PD) codes can be set up in Summit’s core financial system for each employee. The Managed Timesheet module is linked to Summit Payroll PD codes, so there’s no need to keep rekeying the information – the appropriate payroll fields are populated automatically, ensuring the correct details are fed to the Payroll system. You define the fields you want the user to complete (see Figure 7).

Figure 7 – You define the PD fields

Managed Timesheets module:

Shift patterns - sorted

An optional layer of detail available is the ability to incorporate shift patterns. The system can be customised to calculate the correct amount of overtime to be paid, once the start and finish times have been entered (see Figure 8 below). It’s very neat, simple to set up and use.

Figure 8 – Shift patterns can be incorporated with ease

Managed Timesheets module:

Layouts tailored to users or skillsets

You can create a timesheet layout to suit different users or skillsets in your company (see Figure 9 below). For example, the default view for engineers (who might be paid overtime) will be very different from the default view for accountants (who may not be paid overtime).

Figure 9 – Multiple views are available, to allow for different skills and disciplines within your organisation

Managed Timesheets module:

Mobile app

There’s also a mobile app that can be used in conjunction with the Managed Timesheets module. It enables a manager, supervisor or foreman to enter timesheet information ‘on the move’ from their mobile devices – the software includes cross-browser support, so entry on all manner of devices is supported, with tailored forms available as an option. A user simply keys in the timesheet information on behalf of their team, on their smartphone and once complete, submits for approval. It’s a fantastic time-saver because the information is entered only once at source. What’s more, when the timesheet has been approved, the data automatically flows through to the core financials.

Saving time using ePayslip and eP60s

If you’re still printing out payslips, stuffing them into stamped addressed envelopes and posting them to your employees via Royal Mail, you’re missing a trick.

By automating this laborious task and emailing out payslips instead, you could save a significant amount in stationery and postage costs, while also freeing up your employees to focus on business improvement activities.

Summit’s ePayslips and eP60s module allows you to streamline your payroll administration – you can email encrypted payslips and P60s to your workforce at the click of a button.

Once the email has arrived in the employee’s inbox, the process is simple:

  • Employee opens the email and clicks on the attached PDF file
  • Employee types in password
  • Employee accesses payslip

Features

  • Streamlines the entire process, greatly reducing the payroll overhead
  • Eliminates the need to spend time printing, stuffing, sealing, sorting, addressing, stamping and posting paper payslips and P60s
  • Eliminates stationery and postage costs
  • Dramatically reduces the number of payslip-related telephone queries received by the Finance team
  • Eliminates the problem of employees mislaying their payslips
  • Gives employees who work away from home during the week immediate access to their payslip or P60 on a mobile device, rather than having to wait until they receive the posted copy
  • Motivates staff, by freeing them from repetitive administrative task to focus on adding value to the business
  • Increases security – encrypted payslips and P60s can only be accessed by the employee and authorised payroll supervisors
  • Reduces hardware loading, extends equipment life, cuts power cost and reduces CO₂ emissions

Testimonials

Contact RedSky

Find out more about Summit Payroll & HR or any of RedSky’s construction-specific software solutions.

Call 0203 002 8700

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