(AI Generated) The article details Timecard Management roles and pages in a timekeeping system. Users have roles like Personal Profile Only, Timecard Approvers, and Elevated Users with varying permissions. Timecards are accessed via Time & Attendance Time Cards, featuring pages: Select Staff (to choose timecards), Approvals View (summary and mass actions), and Time Cards (individual review and edits). The Timecard includes Timesheets and tabs like Totals, Comments, History, Information, Calculation Parameters, Leave Balances, and Snapshots for comprehensive management and auditing.
Applicable Roles
- Personal Profile Only (PPO) - All users (with Timekeeping enabled) can view their own Timecard read only. However, Administrators can grant additional rights on a Position that allow Staff the ability to edit and even approve their own timecards.
- Timecard Approvers - can view and edit all Timecards for which they are assigned as Approver 1,2 or 3 (regardless of role). However, they are restricted from making edits to the Totals tab. Only elevated users* can modify Timecard totals on the Totals tab and lock Timecards.
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Elevated Users - can view, edit (override), rebuild, and lock everyone's* Timecard including rows on the Totals Tab. Elevated Users are anyone with the following Roles in the system:
- Business Office role
- Administrators role
- HR Admin** role
- Attendance Administrator** role
* Elevated Users can not approve or edit their own timecards. Like users with Personal Profile Only roles, they must be granted additional rights on their Position that gives them the ability to edit and even approve their own timecards.
** When enabled in Feature Administration > Time Keeping >
Prerequisites
Contents
Attendance Timecard Overrides - Overview
Comments Tab - Add Comments to a Timecard
History Tab - View Changes made to a Timecard
Information Tab - View a Employee's Timecard Override Permissions
Calculation Parameters - View Parameters used to Generate the Timecard
Leave Balances Tab - View a Employee's Accrual Balances
Snapshots Tab - Legacy Timecard Audit Log
Viewing Timecards
Timecards are viewed by opening the Timecard Management Pages from the left hand menu: Time & Attendance > Time Cards. The system provides Approvers and Elevated Users the following Timecard Management pages for reviewing, correcting and approving Timecards:
- [Select Staff] Page - Approvers can view, sort, and filter the list of Timecards where they are Approvers. Staff selected on this page becomes the set of Timecards to review and approve on the next two pages.
- [Approvals View] Page - Lists summary Timecard data for the Staff and Pay Period selected on the [Select Staff] grid. Approvers and Elevated Users can use this page to identify problem Timecards and to approve and lock Timecards in mass when they are done with their reviews and corrections.
- [Time Cards] Page - Displays individual Timecard details. Gives Approvers and Elevated Users the tools to review individual Timecards and correct problems when needed.
The [Select Staff] Page
Displays the list of active Timecards that the logged in user has permission to view. It's a Standard Grid, so the list can be further sorted and filtered as needed. Use this page to select the Pay Period and Timecards you need to process.
Pay Period and Staff checked here become the set of timecards for both the [Time Cards] or [Approval View] pages.
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Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard.- Visible only to Approvers and Elevated Users.
- The system will maintain Staff selection and Pay Period settings when switching between each of the Timecard management pages.
- Because Approvers and Elevated Users can view multiple Timecards, the system opens the [Select Staff] page first. It will list all the active* Timecards where they are assigned as a Approver 1,2, or 3.
- *Active Staff Positions are those that have not ended (current date < Staff Position's "End Date").
- Check the timecards you wish to view
- Like other grids in the system, checking none is the same as checking all of them
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Change the Pay Period using the Pay Period pull down.
Pay Period and Staff checked here become the set of timecards for both the [Time Cards] or [Approval View] pages.
The [Approvals View] Page
The Approvals View page, lists summary Timecard data for the Staff and Pay Period selected on the [Select Staff] grid. Approvers and Elevated Users can use this page to identify problem Timecards, drill-in to individual Timecards to fix problems, and to approve and lock Timecards in mass when they are done with their reviews and corrections.
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Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard.- Visible only to Approvers and Elevated Users.
- The system will maintain Staff selection and Pay Period settings when switching between each Time Card management page.
- Use the grid to review Timecard summary information for potential problems. for the Employees you checked on the [Select Staff] Page. You can further refine your selection with the sort and filter options like any other standard grid:
- "Last Name" - Last name on the Timecard
- "First Name" - First Name on the Timecard
- "Approved" - True if the Timecard has been approved by at least one approver
- "Errors" - Lists any errors with the Timecard
- "Hours" - Totals hours
- "OT Hours" - Total weekly OT hours
- "Shift Diff Hours" - Total Shift Differential 1-3 hours
- "Straight Time" - Total Straight Time
- "Absences" - Total hours absent
- "Holiday Hours" - Total Paid Holiday Hours that count towards your weekly OT threshold
- "Early In" - Total hours punched in early
- "Late In" - Total minutes late
- "Early Out" - Total hours punched out early
- "Late Out" - Total minutes punched out late
- "Unscheduled Hours" - Total unscheduled hours worked
- "Missed Scheduled Hours" - Total scheduled hours not worked up until the current date
- "Missed Punches" - Count of missed punches on the timecard
- "Employee Approved at" - Date and time employee approved their own Timecard
- "Locked" - True when Timecard has been locked
- "Approval 1" - Approval 1 information: Date and Time of the approval and the Name of Approver 1
- "Approval 2" - Approval 2 information: Date and Time of the approval and the Name of Approver 2
- "Approval 3" - Approval 3 information: Date and Time or the approval and the Name of Approver 3
- "Payroll Sign Off" - The name of the user that locked the Timecard
- "Payroll Sign Off Date" - The date the Timecard was locked
- "Line Item Comments" - List of Shift Notes from the Timesheet
- "Comments" - List of comments from the Comments Tab at the bottom of the Timecard
- "Approved Count" - Count of Approvers that have approved the timecard (0-4)
- "Potential Approver" - True when the logged in user is an Approver AND they have not approved the timecard yet
- "Pending My Approval" - True when the logged in user is an Approver, they have not approved the timecard, AND they still can approve the Timecard (its not locked)
- Select
or
to open any individual Timecard to work on OR
- Mass update Timecards by by first checking rows to update and then
- Use the Action drop down to perform the desired action on the selected rows:
- "Recalculate” - Performs a Recalculate on the checked Timecards if confirmed
- “Approve” - Approves the checked Timecards
- "Remove Approval” - Removes your approval on the checked Timecards
- “Add Comment” - Appends a comment to the checked Timecards
- “Commit & Lock” - Locks the checked Timecards after confirmation
- “Unlock” - Unlocks the checked Timecards after confirmation
The [Time Cards] Page
Approvers and Elevated Users use this page to review, correct (override), approve, and lock individual timecards.
Time Sheets
The "Timesheet" is the top pane of the Timecard. The timesheet lists all paid hours, Holidays, and employee attendance within a Pay Period.
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Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard.- Visible only to Approvers and Elevated Users.
- They appear on each of the three pages (Select Staff grid, Time Cards view, and Approval view).
- The system will maintain Staff selection and Pay Period settings when switching between each Time Card management page.
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This pull down lists the staff checked on the Select Staff page. Use it to quickly open up the Timecard for the selected Staff User.- To quickly modify the list, check the desired Staff on the Select Staff page, then switch back.
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The Employee and Approvers 1-3 approval status is listed for each of the Employee’s Position(s) at the top of the page as follows:-
Overall timecards approval status - is represented by the following icons:
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Approver status - is represented by the following icons:
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Employee Approval Status - IF the Employee is an Approver, the status of their approval will appear as:
*”CUSTO” is the abbreviated version of “CUSTODIAN” from the Totals tab. It can be customized by changing the Position’s “Timecard Display Name”
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Overall timecards approval status - is represented by the following icons:
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Use this pull down to switch Pay Periods for all three pages.- The system will maintain Staff selection and Pay Period settings when switching between Timecard management pages.
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Delete selected rows on the Timesheet. [Delete] is visible to Approvers 1-3, Employee, and Elevated Users. Selectable when timecard is unlocked / unapproved.- See Deleting Rows for more information.
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Used by Approvers and Elevated Users to approve timecards and to remove lower numbered approvals*.- [Approve] - Approve the Timecard. Selectable when you are an Approver, timecard is unlocked, and it does not have errors.
- [Remove Approval] - Remove your approval on the Timecard. Selectable when you have approved the Timecard, and Timecard is unlocked.
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[Remove Lower Approvals] - Selectable when timecard is unlocked and there are lower Approvals*.
* The Employee is the lowest level Approver, followed by Approver 1, then Approver 2, and then Approver 3. Approver 2 can remove Approvers 1 and the Employees approval, Approver 1 can only remove the Employee's approval, Approver 3 can remove everyone's approval.
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Makes the entire timecard read only (except for comments and shift notes). [Commit & Lock] - is visible to Elevated Users. Selectable when timecard is unlocked.- See Locking / Unlocking a Timecard for more information.
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Rebuilds the Timecard. It's only visible to Elevated Users on unlocked Timecards. Use when changes have been made to Timecard parameters so the Timecard can be updated.- See Rebuilding a Timecard [Reapply Parameters] for more information.
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Use when changes are made to the timesheet (overrides). It recalculates totals and saves the Timecard.- [Save / Recalculate] - is visible to Approvers 1-3, Employee, and Elevated Users. Selectable when timecard is unlocked / unapproved.
- See Saving Changes to a Timecard [Save/Recalculate] for more information
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Adds a row (shift) to the Timesheet.- Is selectable on unlocked and unapproved Timecards for users with the correct permissions.
- See Adding Shifts for more information.
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Calendar Events are paid time off (holidays). Editable (overridable) on unlocked Timecards for users with the correct permissions.- Calendar Events are setup in the Staff User's Work Calendar and will appear on the Timecard when the Timecard's Pay Period includes the date of the event.
- Selecting
will pop-up the name of the event.
- The hours listed next to the icon are the employee's scheduled hours for that shift. Those hours will be credited to the timecard's total worked hours.
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The "Position & Schedule" rows list a shift's scheduled in and out times from the Staff User's Work Schedule.- Editable (overridable) on unlocked Timecards for users with the correct permissions.
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Timecard in/out punches for each shift (row).- In / Out Actual Punches - Actual punches entered from the Time Clock, or Kiosk by the Employee.
- In / Out Rounded Punches - The result after Rounding Rules have been applied to the actual Punches. Rounding Rules are optionally setup on a user's Position.
- Editable (overridable) on unlocked / unapproved Timecards for users with the correct permissions.
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deletes both punches.
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The worked hours and Lunch deduction for each shift (row)- Lunch (Minutes) - are the number of minutes scheduled for Lunch from the Staff User's Work Schedule.
- Hours - are total worked hours = Out Rounded Punch - In Rounded Punch - Lunch (Minutes.
- Editable (overridable) on unlocked / unapproved Timecards for users with the correct permissions.
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New Absences and Absence Changes can be made from the timecard.-
New Absences - New Absences can be created from the Timesheet. Click
on the timecard to open a new Absence Request form.
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Absence Changes - Past / Approved Absences can be changed or canceled from the Timesheet. Click
on any past row on the timesheet to open a Absence Change Request and change or cancel the request.
Key. Future absence requests can only be canceled or canceled and resubmitted.-
Approved absence requests are highlighted green
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Pending (not approved) absence and absence change requests are highlighted red
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New Absences - New Absences can be created from the Timesheet. Click
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Read only calculated Day and Week summaries for each shift (row)- Day Sum - Paid hours for the shift
- Week Sum - Sum of Day Sums up until that shift
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Payroll Corrections (Overrides) are highlighted orange.- Select
blue or red wrenches to pop-up override details. A red wrench signifies a missed punch was overridden.
- Select
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Click to add Shift Notes- Anyone that can view timecards can add comments to them
Timecard Tabs
Information is summarized and organized using tabs at the bottom of the Timecard.
- Totals Tab - Summarizes a Timesheet's hours, rate, factors (rate multipliers), pay, and budget center allocations all of which can be overridden if needed by Elevated Users.
- Comments Tab - Previous and new comments can be viewed and entered on this tab by anyone that can view the Timecard.
- History Tab - Lists the employee's timecard related auditing events from the system Audit Log.
- Information Tab - Summarizes relevant setup parameters for each active Position on the Timecard
- Calculation Parameters Tab - Are each active Position's calculation parameters used to generate the timecard. Position, Staff Position and Pay Modifier Groups are used to set most of the settings listed on this tab.
- Leave Balances Tab - This tab lists the User's leave balances for all active Positions and Attendance codes that have non zero balances. This tab reflects what is listed on the Employee Balances grid and is a quick way to view your balances from the Timecard.
- Snapshots Tab - Every time a change is saved to the Timecard, the system records a snap shot (image) of the changes (highlighted orange) with a timestamp and the user who made the change
Totals Tab
Is the default tab when the timecard opens. It summarizes a Timesheet's: Hours, Base Pay Rates, Factors (rate multipliers), Pay, and Budget Center Allocations. Editable on unlocked Timecard by Elevated Users.
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"Position" and "Type" - Identifies the Position and type of hours for each row on the Totals Tab. Types include:
- "Regular Hours" - The total non overtime hours worked in the Pay Period. Each Position with worked (has a row on the timesheet) during the Pay Period will have a row for regular hours on the Totals tab.
- "Ancillary Job: [job description]" - The total Ancillary Job hours worked from the Timesheet. Each Ancillary Job with worked hours on the timesheet will have a row on the Totals tab. Ancillary Jobs are optionally setup on each Position.
- "Straight Time" - The total Straight Time hours worked from the Timesheet. Straight Time hours are worked hours over the threshold set on the Pay Modifier that are not considered overtime by the system.
- "Weekly Overtime" - The total hours the system considers "Weekly Overtime" from the Timesheet. Weekly Overtime hours are worked hours over the threshold set on the Pay Modifier that are considered overtime by the system.
- "[Day] Daily OT" - The total hours the system considers Daily OT from the Timesheet. Daily OT are hours worked over the day / threshold set on the Pay Modifier.
- "Holiday" - The total hours the system considers "Holliday" pay or overtime. Holiday overtime are hours worked on a day the system has been setup to be a paid holiday. Holidays are setup on a users Work Calendar.
- "Consecutive Day" - The total hours the system considers "Consecutive Day" overtime from the Timesheet. Consecutive Day overtime are hours worked after a consecutive number of days threshold has been surpassed on the timesheet. The threshold and minimum hours required to work on each day are set on the Pay Modifier.
- "Hours" - Total hours for the row / type of hours from the Timesheet
- "Shift Differential Hours" Column - Total hours the system considers Shift Differential hours. Only populated when the row Type = Shift Differential 1, 2 or 3
- "Hours Override" Column - Override the total in the Hours column for a row by entering a new value here.
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"Base Pay Rate", "Factor" and "Factor Override" Columns:
- "Base Pay Rate" - is the active pay rate for the Position / Type. Pay Rate is set on the Staff Position.
- "Factor " - is the multiplier the system will use for calculating "Pay". Regular hours are typically 1, Weekly OT is typically 1.5, Holiday OT is typically 2.
- "Factor Override" - Override the value in the "Factor" column for a row by entering a new value here.
- "Covert to Accruals" and "Conversion Amount (Hours)" Columns - Regular and Overtime hours can be converted to Attendance Accruals by entering new value here.
- "Final Pay Rate" and "Pay Rate Override" Columns:
- "Final Pay Rate" = "Base Pay Rate" * "Factor"
- "Pay Rate Override" - Override the "Final Pay Rate" by entering a value here.
- "Pay Type" and "Pay" Columns - are the final totals for the row taking into account all overrides
- "Budget Code", "Budget Code Override" and "Allocation" Columns - When configured the system can assign a percentage of "Pay" to be allocated from a defined Budget Center. Budget Codes are assigned on a Position, % allocation on the Staff Position.
- "Comments" Column - Add comments here
- Totals Tab action buttons - Add / remove totals rows for any type of hours (#1 above) and/or [Save/Recalculate] changes to the Totals tab.
Appendix
Attendance Timecard Overrides - Overview
Timecard Attendance Overrides now use Process Forms. They must be pre-configured. More information can be found here: Timecard Initiated Attendance overrides .
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Clicking
will pop up a window where you select from of list of pre-configured Absence Request forms
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Clicking
will allow you to change, edit, or cancel an existing request based on its state:
Comments Tab - Add Comments to a Timecard
Previous and new comments can be viewed and entered on this tab by anyone that can view the Timecard.
History Tab - View Changes made to a Timecard
This tab lists all Timecard related audit events (any change to the Timecard) from the systems Audit Log. More information can be found in the Timecard Audit Log (History Tab) Knowledge Base article.
Information Tab - View a Employee's Timecard Override Permissions
Summarizes relevant setup parameters for each active Position on the Timecard
Calculation Parameters - View Parameters used to Generate the Timecard
Lists relevant calculation parameters used to generate the timecard for each active Position. Position, Staff Position and Pay Modifier Groups are used to set most of the settings listed on this tab.
Leave Balances Tab - View a Employee's Accrual Balances
This tab lists the User's leave balances for all active Positions and Attendance codes that have non zero balances. This tab reflects what is listed on the Employee Balances grid and is a quick way to view your balances from the Timecard.
Snapshots Tab - Legacy Timecard Audit Log
Every time a change is saved to the Timecard, the system records a snap shot (image) of the changes (highlighted orange) with a timestamp and the user who made the change