Payroll Processing Cycle - V2 Timecards

Applicable Roles:

• Various roles based on responsibilities in district

Prerequisites:

• Reapply Parameters

Contents:

A Timecard is Created

Employee Completes Timecard

Timecard Approvals Begin

Timecards are Locked

Timecards are Exported for Payroll

A Timecard is Created

There are different options for this, depending on the preferences of the district when the Time & Attendance platform is configured:

• Many districts choose to have the Timecards automatically created based on an employee's Work Schedule - if selected in the Position screen during configuration, this option will pre-populate each Timecard with the employee's work schedule:

  

Employee Completes Timecard

With absences, and if set up by district, punch in and punch out times. Some districts use SchoolFront Kiosks or Web Clocks to have employees "punch" their time onto their Timecard. The employee's schedule is listed, but their punch in and out times can override this schedule:

During configuration, it can be determined whether the district will use the Time Clock / Punching and what times on the timecard can be overridden on the Position screen. Districts can also determine Rounding Rules on the Position screen for Reporting Metrics.

Employees can see any Absence Requests they have requested previously, and enter any unexpected absences straight to their Timecard (for example, a Sick Day absence) if the district has allowed for this:

For further information on Using Your Timecard as an employee, please see: Using Your Timecard

Timecard Approvals Begin

NOTE: Timecard Approvals can be done in any order. For instance, the 3rd Timecard Approver does not need to wait for the 1st and / or 2nd Approver before they can approve the Timecard, however this will then prohibit approval by the 1st and 2nd approval levels. Districts should take care in determining workflow process when training Timecard Approvers. For more information on setting up Approvers, please see: Timecard Approver Setup & Assignment.

• Depending on the configuration of Timecard approvals pre-determined by the district, the first Approver should approve the Timecard to start off the Approval of the Timecard
  • See the KBA on How to approve Timecards for more information
• Often, districts will have the Employee be the first approver on their own Timecard, so they are able to catch any errors
• The Employee's direct supervisor is generally the next Approver in line to approve the Timecard, although they do have access to approve the Timecard prior to the Employee approving

Overrides by Payroll Department for Incorrect Calculations:

Generally, Payroll Department / Business Office reviews the Timecards for any inaccuracies in calculations, Pay Rates, etc. When a correction is required, the Payroll Department can do an override in the Totals tab so that the calculations are correct and the Timecard Totals tab reflects the correct information.  

• For instance, if PTO does not normally apply toward Overtime pay in a given Pay Period, but in a certain circumstance, it has been approved for an employee's PTO time count toward overtime. 

  In the example below, the employee took a vacation day but was called in for an emergency on that day and worked from 5pm to 8pm. The district agreed to count their vacation day toward their overtime since the employee came in on a day on which they arranged not to work:

  

• The Payroll Department has overridden the employee's hours in the Totals tab below the timecard to move the 7 hours for the Vacation Day from the Straight Time row to the Weekly Overtime row.  After clicking Save / Recalculate, these new totals appear in orange as an override in the Totals tab.

All Timecards are Locked

This is generally done by someone in either HR, the Business Office, or Payroll after they have reviewed and find no issues with the calculations on the Timecards.

• Once all Approvals for the Timecards in a Pay Period have been completed (ideally) and all calculations look correct, "Commit and Lock" will be selected from the Select Action drop-down menu at the top of the screen. This can be done for all Timecards in the Pay Period, regardless of approval status, for the purposes of Payroll processing

  

• Once a Timecard is locked, this will be indicated by a checkmark in the Locked column of the Timecards Approval View grid, as well as a padlock icon in the upper right corner of the Timecards view with a name and date timestamp of the person who locked the timecard:

  

  

Timecards are Exported for Payroll

NOTE: Once the Payroll is exported, the information can no longer be changed

After Timecards have been locked, the Timecard information can be exported from the Timecard Totals Report, which includes information regarding Attendance & Timekeeping for the Pay Period:

1. Go to Time & Attendance / Reports/Info / Timecard Totals

2. Use the filter under the Pay Period column to select the Timecards for the Pay Period that was just locked:

   

   

3. Click the Export Payroll button at the top of the screen

   

4. If the District uses WinCap, the exported report will be in the correct format to be imported to WinCap

   • A more detailed explanation of this process can be found in this article.
   • If the District uses nVision, this information cannot be imported and must be hand-keyed because nVision does not provide an import option
     • Further information regarding importing Attendance to nVision can be found in this article.