Reviewing Employees’ Timesheets

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Overview

If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and timesheets to monitor employees’ hours and make any needed adjustments.

If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections.

Reviewing an employee’s timesheet

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

  2. In the Pay Periods 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.
    • Check 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.
    • The box at the top shows a summary of the employee’s hours for the pay period.
    • 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.

Callout1
NameRegular
DescriptionRegular hours worked by the employee.
Callout2
NameOvertime
DescriptionOvertime hours worked by the employee, including weekly overtime and daily overtime.
Callout3
NameDouble OT
DescriptionDaily double overtime hours worked by the employee.
Callout4
NameSick
DescriptionTime off hours coded as paid sick time.
Callout5
NameHoliday
DescriptionTime off hours coded as paid holiday time.
Callout6
NamePTO
DescriptionTime off hours coded as paid time off (PTO).
Callout7
NamePaid Total
DescriptionCombined total of all regular, overtime, and double overtime hours (not including time off).
Callout8
NameScheduled Vs Worked
DescriptionThe 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
1 Regular Regular hours worked by the employee.
2 Overtime Overtime hours worked by the employee, including weekly overtime and daily overtime.
3 Double OT Daily double overtime hours worked by the employee.
4 Sick Time off hours coded as paid sick time.
5 Holiday Time off hours coded as paid holiday time.
6 PTO Time off hours coded as paid time off (PTO).
7 Paid Total Combined total of all regular, overtime, and double overtime hours (not including time off).
8 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.

Anatomy of a timesheet entry

Each timesheet entry can contain the following information:

Callout1
NameDate
DescriptionThe date of the entry.
Callout2
NameIn
DescriptionThe clock in time.
Callout3
NameOut
DescriptionThe clock out time.
Callout4
NameInformation
DescriptionIndicates that the timesheet entry crosses days. 
Callout5
NameTotal
DescriptionThe hours worked between the clock in and clock out times.
Callout6
NameLunch break
DescriptionThe unpaid break duration in minutes.
Callout7
NameSchedule
DescriptionThe schedule where the shift occurred.
Callout8
NamePosition
DescriptionThe position worked.
Callout9
NameJob site
DescriptionThe job site where the shift took place.
Callout10
NameNotes
DescriptionOptional notes.
Callout11
NameAlert
DescriptionIndicates a late clock in or a clock in without a scheduled shift; click to view details.
Callout12
NamePaid break alert
DescriptionIndicates missed paid breaks.
Callout13
NameDetails
DescriptionClick to view edits made to this timesheet entry.
Callout14
NameAdd lunch break
DescriptionClick to add additional unpaid break in minutes.
Callout15
NameWorked
DescriptionThe total number of hours worked on this date.
Callout16
NameScheduled
DescriptionThe number of hours scheduled to work on this date.
Callout17
NameDifference
DescriptionThe difference between the number of scheduled hours and the actual worked hours.

  • A positive number means the employee worked more hours than scheduled.
  • A negative number means the employee worked fewer hours than scheduled.
Callout Name Description
1 Date The date of the entry.
2 In The clock in time.
3 Out The clock out time.
4 Information Indicates that the timesheet entry crosses days. 
5 Total The hours worked between the clock in and clock out times.
6 Lunch break The unpaid break duration in minutes.
7 Schedule The schedule where the shift occurred.
8 Position The position worked.
9 Job site The job site where the shift took place.
10 Notes Optional notes.
11 Alert Indicates a late clock in or a clock in without a scheduled shift; click to view details.
12 Paid break alert Indicates missed paid breaks.
13 Details Click to view edits made to this timesheet entry.
14 Add lunch break Click to add additional unpaid break in minutes.
15 Worked The total number of hours worked on this date.
16 Scheduled The number of hours scheduled to work on this date.
17 Difference The difference between the number of scheduled hours and the actual worked hours.

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

The details items (callouts 4–14) might not be present for some timesheet entries, depending on the account settings, clock in method, clock in choices, and whether a shift was scheduled.

Timesheet entries that cross pay periods

If a timesheet entry crosses the boundary between pay periods, Information icon appears in the Out column.

  • The hours for that entry are divided between the pay periods.
  • Hover your pointer over Information icon to see how many hours are not included in this pay period.

Comparing timesheet entries to scheduled shifts

To see how timesheet entries correspond to scheduled shifts, click Show Shifts.Scheduled shifts appear in gray at the bottom of each date row.

Identifying employee edits

Employees can edit their own timesheets if you’ve chosen to allow it in Attendance Settings.

When an employee edits a timesheet:

  • User Edited tag appears to the right of the timesheet’s title.
  • In and Out times that have been edited are highlighted.

Next steps

Updated on March 5, 2020

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