Posts Tagged ‘Timecards’

Sometimes I see negative hours, why is that?

Thursday, April 25th, 2013

This can happen in very specific cases, when you allow shift splitting and employees can clock in early.

In normal cases, here is how a shift split works.

  • Employee Scheduled – 12PM to 8PM
  • Employee leaves at 3PM, arrives back at 5PM
  • We calculate the schedule as 2 entries:
  • 12PM-3PM (3hrs)
  • 5PM-8PM (3hrs)

The system automatically adjusts the inner times (3PM and 5PM) and leave the start/end because of copy/history of schedules.

If employees can check in early, this situation will generate a negative hour

  • Employee Scheduled – 12PM to 8PM
  • Employee arrives at 8AM, leaves at 11AM, arrives back at 3PM
  • We calculate the schedule as 2 entries:
  • 12PM-11AM (-1hrs)
  • 3PM-8PM (5hrs)

A future enhancement we will adjust the start/end dates, but due to the complex rules in place now, this isn’t an easy change, hence why it shows a negative value.

I setup my settings so the PAID timecard value matches the ACTUAL, but it doesn’t seem to be working. Why?

Wednesday, January 9th, 2013

Under Manage My Business » General » Manage My Schedule Settings and Time Card Settings you can turn on timecards so that PAID hours match ACTUAL hours.

This feature works on automatically approved timecards only. Manual (yellow) timecards still need to be approved. But you can quickly approve these with the green approve icon in the ACTUAL hours column.

Adding comments to timecards

Sunday, September 9th, 2012
We’ve now added the ability for mangers/supervisors to add comments to timecards when they are approving a specific timecard.
These comments will show on the timecard page with a special comments icon, and when you print/export as well.

How can I set my timecards so the paid time matches the actual time on auto approved timecards?

Tuesday, August 14th, 2012
Under Manage My Business » General » Manage My Schedule Settings and Time Card Settings, select the second option:

With this selection, a new option appears which turns on the feature that PAID=ACTUAL for auto approved timecards

Why can’t I add a timecard for an employee?

Friday, July 27th, 2012

Sometimes there is a need to add a manual timecard for an employee however there name doesn’t show in the list to select.

If the employee is marked as ‘NOT scheduled and can check in/out at any time’ then the only department they will show in is their primary department. The reason for this is based on their punching in/out. Since they aren’t scheduled, we don’t know the department they are clocking in for, so it always defaults to the primary department. Therefor, this is carried over to the timecard module as well.

If you do need to add timecards for other departments, change their profile to one of the other ones and you can then pick their department.

What to do with NO SHOWS?

Thursday, July 26th, 2012

Previously when an employee didn’t show up, their name remained in the timecard list as unapproved, with no way of reporting on this.

Now, you can mark those timecards as NO SHOWS:

You now see the link ‘Mark this as a did not show absence’. Once you’ve done this, you can go to the REPORTS and select this absence type from the drop list.

Now you can ensure all your timecards are approved, and those that can’t, are properly handled.

Changes to Timecards

Friday, June 22nd, 2012

We’ve made a few changes to the timecard page to make it easier for approvals, these changes include

1. decrease the load time of the page

2. create a standard header along the top (same as you see on the scheduling screen) to pick departments, etc

3. default to only unapproved timecards

We hope you find these changes help you approve your timecards quicker and easier.


How do I add/approve timecards for employees who do not show up?

Monday, January 16th, 2012
  1. Find the employee who has not shown up.
  2. To set their times, click the EDIT icon (in red)
  3. Click the ADD link (in red) to add hours
  4. Use the drop down to enter the hours you want, then click the SAVE icon (in red)
  5. Their hours are now added, click the APPROVE AND CLOSE button (in red) to approve the timecard.

How do I approve my timecards

Tuesday, January 10th, 2012

To approve timecards, go to TIMECARD & PAYROLL-> Review, Update and Approve Time Cards

Pick a department and you will see a list of yellow and green entries.

Green are approved, the employee clocked in based on the schedule and grace period you entered so we assume it is right (you can edit if need be). Yellow need to be approved, so beside the ‘paid’ entry is an icon, click it and edit the values.

Faster TimeCard Processing

Monday, December 19th, 2011

We’ve just updated the timecard reports so they are faster to load and process. Previously, each timecard would have to be loaded, reviewed and saved, causing the server to reload the timecard page. We’ve eliminated all this so the approval load time is less than a second.