Editing Time Cards
All users can view their time card and breaks. If users are allowed to edit their time cards (see Security), they can also edit clock events.
View Employee Time Cards
Open the employee's time card. There are two methods:
- From the Time Clock, click on an employee, then click View Timecard or View Breaks.
- In Time Card Manage, double click an employee.
The Pay Period dates are shown at the top. Clock events in the pay period are listed in the grid.
- If a clock event has been altered, it is flagged in red text.
- If time card clock events are missing or not showing, this can be a clue to add more pay periods.
- Pay Period right/left arrows: Move back or forward one pay period.
- Time Card or Breaks radio button: Switch between full time card view and breaks only view.
For Users with the Edit All Timecards Permission (See Time Card Manage):
- Employee right/left arrows: Scroll to the previous or next employee's time card.
- Add Adjustments: Add adjustments rows to the grid for holidays, overtime, etc.
- Calc Daily: Calculate daily totals for this employee only. The employee must be clocked out for the day.
- Calc Week OT: Calculate weekly overtime (over 40 hours) for this employee only. The employee must be clocked out for the day.
How Time is Calculated
Regular Time: The left column shows total time worked rounded to the nearest minute in hours: minutes (colon) format. The right column shows times rounded to the nearest hundredth of an hour in decimal format. See Time Card Setup for the difference between colon and decimal format. Regular time accounts for seconds in the entire pay period, but seconds are rounded up before the time is displayed.
- Colon or decimal format is determined by a setting in Time Card Setup. When using decimal format, the time card will round to the nearest hundredth. It will not show any thousandths even though they are present.
- Seconds are shown or hidden depending on the setting in Time Card Setup.
Overtime and Rate 2: The left column shows times rounded to the nearest minute; the right column shows times rounded to the nearest hundredth of an hour.
Note: Time totals (at the bottom) do account for seconds in the entire pay period, but seconds are rounded before they are displayed.
Breaks: See Time Clock, Clock out section for how breaks are calculated.
Time Card Grid Columns
- In/Out: The time the employee clocked in and out. Seconds are included in the math.
- Total: The total number of hours worked for that day.
- Adjust: Excess time is subtracted from the time card when breaks exceed 30 minutes and "Calc Daily button makes adjustments if breaks over 30 minutes" is checked in Time Card Setup.
- Rate2: Hours worked that qualify as differential hours. Set up differential hours in Time Card Rules.
- Overtime: The total overtime values of clock events may not match the total weekly overtime at the bottom because when the Admin user calculates weekly overtime, the values are not rounded up until the end. The bottom value is more accurate. Overtime number accounts for seconds but rounds to the nearest hundredth.
- Daily: Hours worked that day in decimal format.
- Weekly: Total hours worked for the week in decimal format. Hours will show in the weekly column at the start of every day, until the end of the scheduled week.
- Note: Enter a note for a clock event, usually when an employee must change the time or type of the clock event.
Edit a Clock Event
- Double click a column in the Time Card grid.
- Edit the Clock In Date or Time, Clock Out Date and Time, or Out Status as needed. Only the Displayed fields can be edited.
- (optional) Enter a note to describe the reason for the change.
- Click OK to save.
- Clocked Time: Calculated automatically using clock in and clock out times.
- Adj: Added automatically when daily totals are calculated at the end of the pay period. If the option to make adjustments for breaks over 30 minutes is selected in Time Card Setup, a negative adjustment is made when an employee exceeds the allowed 30 minute break time on a given day. An override can be manually entered.
- Overtime: If there is an overtime rule for daily hours (e.g. overtime after 8 hours), and an employee meets the criteria, a value is entered. Hours will then be transferred from regular time to overtime in calculation totals. An override can be manually entered.
- Regular time: The total hours, plus or minus adjustments and overtime.
Rate 2: Used to determine differential hours based on time card rules.
- Total Time: Clocked Time + adjustments.
- Rate 2 Time: How many of the total hours are Rate 2 hours (differential hours). You can enter an override manually.
- Rate 1 Time:
Total Time - Rate 2 Time. Adjusts automatically based on the override amount.
To delete a clock event, users must have the Timecard Delete Entry permission.
Common Mistakes and How to Fix Them
Forgot to clock out when leaving for the day
- When you realize the mistake the next morning, clock out (the Clock Out time will be wrong).
- Immediately clock back in to begin today's time.
- Double click on the inaccurate clock event.
- Correct the Clock Out date and the time. The status will remain 'home'.
Clocked out for lunch and then never came back to work.
- The next morning, clock in as usual.
- Double click on the clock out event for the previous day's lunch.
- Change the status from "Lunch" to "Home".
When clocking out for break, you discover that someone else accidentally clocked out using your time card. Your time card shows you have been on break for two hours and time is still ticking.
Option 1: Delete the clock event (double click on it, then click Delete). Only users with the Time Card Delete Entry permission are allowed to do this.
Option 2: When you are ready to clock back in, do so.
Then, double click on the first inaccurate clock event and change the Clock In time so that it shows correctly.