Reviewing Employees’ Time Sheets

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Overview

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

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

Reviewing an employee’s time sheet

  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 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 time sheet appears.

  • The box at the top shows a summary of the employee’s hours for the pay period.
  • The table shows the employee’s time sheet entries for the pay period.

Time sheet summary

The time sheet 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 time sheet entry

Each time sheet entry can contain the following information:

Callout1
NameIn
DescriptionClock in time
Callout2
NameOut
DescriptionClock out time
Callout3
NameTotal
DescriptionHours worked between the clock in and clock out times
Callout4
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.
Callout5
NameSchedule
DescriptionSchedule where the shift occurred
Callout6
NamePosition
DescriptionPosition the employee worked
Callout7
NameJob site
DescriptionJob site where the shift took place
Callout8
NameClock in note
DescriptionOptional notes
Callout9
NameAlert
DescriptionIndicates the employee clocked in late or clocked in without a scheduled shift; click to view details
Callout10
NameDetails
DescriptionClick to view edits made to this time sheet entry
Callout11
NameWorked
DescriptionTotal number of hours worked on this date
Callout12
NameScheduled
DescriptionNumber of hours the employee was scheduled to work on this date
Callout13
NameDifference
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 In Clock in time
2 Out Clock out time
3 Total Hours worked between the clock in and clock out times
4 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.
5 Schedule Schedule where the shift occurred
6 Position Position the employee worked
7 Job site Job site where the shift took place
8 Clock in note Optional notes
9 Alert Indicates the employee clocked in late or clocked in without a scheduled shift; click to view details
10 Details Click to view edits made to this time sheet entry
11 Worked Total number of hours worked on this date
12 Scheduled Number of hours the employee was scheduled to work on this date
13 Difference 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.

The details items (callouts 4–10) might not be present for some time sheet entries, depending on the clock in method, clock in choices, and whether a shift was scheduled.

Time sheet 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

Time sheet 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 time sheet 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 time sheet entries to scheduled shifts

To see how an employee’s time sheet entries correspond to scheduled shifts, click Show Shifts.

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

Reviewing breaks

If an employee has taken an unpaid or paid break, Coffee Cup appears next to the date. Hover your pointer over Coffee Cup to view break information.Break details

Unpaid breaks

An unpaid break is recorded if an employee clocks out and clocks back in during a shift. In this case, the break must be at least 5 minutes long and no longer than two hours to be recorded.

When an employee clocks back in after an unpaid break, a second time sheet entry is created. For example:

Employee ActionClock in at 9:27 am
Time Sheet ChangeIn at 9:27 am (first entry)
Employee ActionStart unpaid break at 10:22 am
Time Sheet ChangeOut at 10:22 am (first entry)
Employee ActionEnd unpaid break at 10:48 am
Time Sheet ChangeIn at 10:48 am (second entry)
Employee ActionClock out for the day at 2:37 pm
Time Sheet ChangeOut at 2:37 pm (second entry)
Employee Action Time Sheet Change
Clock in at 9:27 am In at 9:27 am (first entry)
Start unpaid break at 10:22 am Out at 10:22 am (first entry)
End unpaid break at 10:48 am In at 10:48 am (second entry)
Clock out for the day at 2:37 pm Out at 2:37 pm (second entry)

At the end of the day, the employee has two time sheet entries: 9:27 am – 10:22 pm and 10:48 pm – 2:37 pm.

Identifying employee edits

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

When an employee edits a time sheet:

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

Next steps

If you see a discrepancy on a time sheet, you may want to edit the time sheet to make corrections.

Updated on September 20, 2018

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