New Timesheet Experience

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Overview

The timesheets experience has been updated for improved performance and to pave the way for new attendance features to come.

Updates to the timesheets include:

  • A simple and modernized look.
  • Access details with one click.
  • Time entry alerts in more detail.
  • Improved export formatting.
  • More custom export options.

This feature is being rolled out to eligible accounts over time. Feel free to contact us with questions.

Reviewing timesheets

  1. Hover over Attendance Attendance, then select Time Sheet Timesheets.

  2. In the Pay Period list, select the pay period that you want to view. The icons in front of the pay periods indicate their status:
    • Open circle indicates the pay period is open; supervisors, managers, and the account holder can make changes. Employees can make changes if allowed by the Attendance Settings.
    • Solid circle indicates the pay period is closed; no further changes can be made unless the pay period is re-opened by the account holder or a manager with access to manage payroll.
  3. Click the employee’s name under Timesheets on the left. The employee’s timesheet appears.
    1. The box at the top shows a summary of the employee’s hours for the pay period.
    2. The table shows the employee’s timesheet entries for the pay period.

Timesheet summary

The timesheet summary shows a breakdown of the employee’s hours for the pay period.

Callouta
NameRegular
DescriptionRegular hours worked by the employee.
Calloutb
NameOvertime
DescriptionOvertime hours worked by the employee, including weekly overtime and daily overtime.
Calloutc
NameDouble OT
DescriptionDaily double overtime hours worked by the employee.
Calloutd
NameSick
DescriptionTime off hours coded as paid sick time.
Calloute
NameHoliday
DescriptionTime off hours coded as paid holiday time.
Calloutf
NamePTO
DescriptionTime off hours coded as paid time off (PTO).
Calloutg
NamePaid Total
DescriptionCombined total of all regular, overtime, and double overtime hours (not including time off).
Callouth
NameScheduled vs. Worked
Description The difference between the number of hours the employee was scheduled to work and the number of hours the employee actually worked.

  • A positive number means the employe worked more hours than scheduled.
  • A negative number means the employee worked fewer hours than scheduled.
Callout Name Description
a Regular Regular hours worked by the employee.
b Overtime Overtime hours worked by the employee, including weekly overtime and daily overtime.
c Double OT Daily double overtime hours worked by the employee.
d Sick Time off hours coded as paid sick time.
e Holiday Time off hours coded as paid holiday time.
f PTO Time off hours coded as paid time off (PTO).
g Paid Total Combined total of all regular, overtime, and double overtime hours (not including time off).
h Scheduled vs. Worked  The difference between the number of hours the employee was scheduled to work and the number of hours the employee actually worked.

  • A positive number means the employe worked more hours than scheduled.
  • A negative number means the employee worked fewer hours than scheduled.

Timesheet entry

Each timesheet entry can contain the following information:

Callouta
NameIn
DescriptionClock in time.
Calloutb
NameOut
DescriptionClock out time.
Calloutc
NameInformation
DescriptionIndicates that the timesheet entry crosses a day or pay period boundary. 
Calloutd
NameTotal
DescriptionHours worked between the clock in and clock out times.
Calloute
NameLunch Break
DescriptionLunch break in minutes.
Calloutf
NameSchedule
DescriptionSchedule where the shift occurred.
Calloutg
NamePosition
DescriptionPosition worked.
Callouth
NameJob Site
DescriptionJob site where the shift took place.
Callouti
NameNote
DescriptionOptional notes.
Calloutj
NameAlert
DescriptionAn alert appears when an employee has:

  • clocked in early or clocked in late
  • punches that do not align with a shift
  • missed a paid break

Click to view details.

Calloutk
NameWorked
DescriptionTotal number of hours worked on this date.
Calloutl
NameScheduled
DescriptionNumber of hours you were scheduled to work on this date.
Calloutm
NameDifference
DescriptionThe difference between the number of hours you were scheduled to work and the number of hours you actually worked.

  • A positive number means you worked more hours than scheduled.
  • A negative number means you worked fewer hours than scheduled.
Callout Name Description
a In Clock in time.
b Out Clock out time.
c Information Indicates that the timesheet entry crosses a day or pay period boundary. 
d Total Hours worked between the clock in and clock out times.
e Lunch Break Lunch break in minutes.
f Schedule Schedule where the shift occurred.
g Position Position worked.
h Job Site Job site where the shift took place.
i Note Optional notes.
j Alert An alert appears when an employee has:

  • clocked in early or clocked in late
  • punches that do not align with a shift
  • missed a paid break

Click to view details.

k Worked Total number of hours worked on this date.
l Scheduled Number of hours you were scheduled to work on this date.
m Difference The difference between the number of hours you were scheduled to work and the number of hours you actually worked.

  • A positive number means you worked more hours than scheduled.
  • A negative number means you worked fewer hours than scheduled.

The details items (callouts e-j) might not be present for some timesheet entries, depending on the clock in method, clock in choices, and whether a shift was scheduled.

Editing timesheets

After reviewing the timesheet, you can make corrections, add new entries, add time off, and delete entries.

Add a time entry based on a scheduled shift

If the employee forgot to clock in and out for a shift, use the shift information to automatically create the timesheet entry.

  1. Click Show Shifts. Scheduled shifts appear at the bottom of the day rows.
  2. In the Details column, click + button at the right side of the shift.

Add or edit a clock in or out time

Edit the clock in or out time if you need to correct an error, or if the employee forgot to clock in or out.

  1. Click the cell that corresponds to the in or out time.
  2. Add or edit the time.
    NOTE: Use “a” for A.M. and “p” for P.M. For example, enter 845a for 8:45 A.M.
  3. Press Enter or Return.

     

Add or edit time entry details

When an employee clocks in for a shift, the details for the timesheet entry are filled in based on the shift. However, you may need to add or edit details manually.

The timesheet entry details contain optional information, such as:

  • Lunch break Unpaid Break
  • Schedule Calendar
  • Position Position
  • Job site Job Site
  • Notes Note

To add or edit any of this information, hover over the details cell, then click an item to make changes.

Add time off

  1. In the Day column, click + button, then select the type of time off.
  2. If you selected Paid (PTO)Sick, or Holiday, enter the number of paid hours in the Total column.

Delete a timesheet entry

To delete a timesheet entry, clear the Out then the In times.

Close and export payroll summary

When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor.

Close the pay period

Close the pay period to make sure that no further changes are made to timesheets.

  1. Hover over Attendance Attendance, then select Time Sheet Timesheets.

  2. In the Pay Period list, select the pay period.
  3. Click Close Period under the pay period list in the top-left corner of the screen.

Reviewing missing entries

If there is a shift scheduled that does not have an in and out time entered, you’re alerted and the effected timesheets are highlighted in red.

Fill in the missing in and out times, or ignore the missing timesheet entries, then close the pay period again.

  1. Ignore a single missed entry.
    1. Click Calendar in the Details column of the timesheet.
    2. Click Approve.
  2. Ignore all missed entries.
    1. Click Approve missing entries in the top corner.

Review the payroll summary

Review each employee’s hours for the pay period. If an employee’s hours look incorrect, re-open the pay period, click the employee’s name under Timesheets on the left and make any edits that are needed. When you’re finished, click Close Period under the pay period list in the top-left corner of the screen.

Export

When you are done reviewing your payroll summary, export your payroll data.

  1. Under the pay period list in the top-left corner of the screen, click Export Payroll.
  2. The payroll summary file downloads to your computer.

Exporting timesheets

You can export timesheets for a pay period, or for a custom date range outside of your pay periods.

For a pay period

  1. In the Pay Period list, select the pay period from which you’d like to export time sheets.
  2. On the left side of the screen next to Timesheets, click Export.
  3. Select Export All Timesheets. The file downloads to your computer.

For a custom date range

  1. On the left side of the screen next to Timesheets, click Export.
  2. Select Custom Export.
  3. Configure your export:
    • Select the Start Date and End Date.
    • (Optional) Select other options for the export as needed:
      • Click each menu under SchedulesJob SitesPositions, or Employees to select items to narrow down your export.
    • (Optional) Select any additional tabs for the export as needed.
      • Check boxes for Hours summary by employee, Hours summary per schedule, Hours summary per job site, or Breaks report to add these labor summaries.
Updated on November 21, 2019

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