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. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Near the top of the screen, click Clock Clock Attendance.
  3. 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; employees can still make changes if allowed by app settings.
    • Solid circle indicates the pay period is closed; employees cannot make changes but supervisors and managers can.
    • Check circle indicates the pay period is finalized; no one can make changes unless the account holder reopens it.
  4. 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:Timesheet entry with callouts

Callout1
NameIn
DescriptionClock in time.
Callout2
NameOut
DescriptionClock out time.
Callout3
NameInformation
DescriptionIndicates that the timesheet entry crosses days. 
Callout4
NameTotal
DescriptionHours worked between the clock in and clock out times.
Callout5
NameUnpaid break
DescriptionUnpaid (lunch) break in minutes.
Callout6
NameMap pin
DescriptionClick to view the clock in location on a map.
Available only if the employee clocked in from a device that provides GPS coordinates.
Callout7
NameSchedule
DescriptionSchedule where the shift occurred.
Callout8
NamePosition
DescriptionPosition worked.
Callout9
NameJob site
DescriptionJob site where the shift took place.
Callout10
NameClock in note
DescriptionOptional notes.
Callout11
NameAdd
DescriptionClick to add an unpaid break, schedule, position, job site or notes to the timesheet entry.
Callout12
NameAlert
DescriptionIndicates you clocked in late or clocked in without a scheduled shift; click to view details.
Callout13
NameDetails
DescriptionClick to view edits made to this timesheet entry.
Callout14
NameWorked
DescriptionTotal number of hours worked on this date.
Callout15
NameScheduled
DescriptionNumber of hours you were scheduled to work on this date.
Callout16
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
1 In Clock in time.
2 Out Clock out time.
3 Information Indicates that the timesheet entry crosses days. 
4 Total Hours worked between the clock in and clock out times.
5 Unpaid break Unpaid (lunch) break in minutes.
6 Map pin Click to view the clock in location on a map.
Available only if the employee clocked in from a device that provides GPS coordinates.
7 Schedule Schedule where the shift occurred.
8 Position Position worked.
9 Job site Job site where the shift took place.
10 Clock in note Optional notes.
11 Add Click to add an unpaid break, schedule, position, job site or notes to the timesheet entry.
12 Alert Indicates you clocked in late or clocked in without a scheduled shift; click to view details.
13 Details Click to view edits made to this timesheet entry.
14 Worked Total number of hours worked on this date.
15 Scheduled Number of hours you were scheduled to work on this date.
16 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 3–10) might not be present for some timesheet entries, depending on the clock in method, clock in choices, and whether a shift was scheduled.

Timesheet entries that cross days

When time entries start on one day and end on the next day, a Info icon appears next to the Out time to indicate that the clock out took place on the following day. Hover your cursor over Info

Timesheet entries that cross pay periods

The Payroll Cutoff Time configured in Attendance Settings determines the specific time that one pay period ends and another begins. 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 an employee’s timesheet entries correspond to scheduled shifts, click Show Shifts.

The employee’s scheduled shifts appear in gray at the bottom of each date row.

Reviewing unpaid breaks

If an employee has taken an unpaid (lunch) break, Unpaid Break appears in the Details column. Hover your pointer over Unpaid Break to view break information.

An unpaid break is recorded if:

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 15, 2019

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