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Locking Timecards & Exporting V1 Timecards for Payroll

Esther Wells
  • Updated

Once Timecards are fully approved, the following instructions will detail the process for locking the pay period and exporting Timecards for payroll. 

Applicable Roles:

(Depending on district preferences)

  • HR Admin
  • Business Office
  • Payroll

Contents

Locking Timecards/Pay Period

Export Timecards

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. 

*Ideally all timecards should be approved before locking, but certain circumstances (like an employee not approving their timecard after resigning) may necessitate the locking of all timecards without full approval 

Once all Approvals for the Timecards in a Pay Period have been completed and all calculations look correct:

  1. Navigate to Time & Attendance / Timecards 

  2. Click the black checkbox at the top left of the screen to select all employees that need to be approved and click the Approval View button:

  3. Select the checkbox at the top of the list in the Approval View to select the Timecards, and click "Commit & Lock"

  4. Once a Timecard is locked, the columns "Payroll Sign Off" and "Payroll Sign Off Date" will be populated:

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

     

 

 

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