Viewing a Time Card (Supervisors)

How to get to this page: Time Card tab > List

Pay periods can be weekly, bi-weekly, semi-monthly, or monthly depending on your system configuration. However, to view a time card you may select from the option on the menu bar to toggle between the Pay Period view and the Week view. If the time card is in Week view the button will display Pay Period View. If the time card is in Pay Period view, the button is labelled Week view. You may set the default setting for a specific Pay Group by selecting either Pay Period or Week on the Time Card View field on the Edit Pay Group/General screen. Please note that for employees who are on a weekly Pay Calendar - Pay Group the toggle button will not display.

If the employee time card you want to view does not appear on screen (List tab), you can locate it one of two ways:

Specify Search On criteria—click and choose employee name, employee ID number, or social security number. Enter the search string in the Find Employee box and click Go.

Using the alphabet-bar at the bottom of the screen, click the first letter of the employee's last name to return the time cards of employees whose last name starts with that letter. Click # to return records that begin with a number. Click All to return all employee time cards.

Note: If you enter only the first few characters of a search string prior to clicking Go, all employees having those characters in the specified search are returned. This is useful for narrowing down search results if you do not enter a specific search string.

To view the time card, double click anywhere on the time card's display line. The employee's current time card opens in a new window.

To view a different time card for that employee, either click and enter a pay period using the pop-up calendar, or click to navigate to the Next or Previous pay period.
To view the time card for a different employee, click and use the Look Up Records dialog.
Note: Time entries on the time card can be formatted in either hours/minutes (hh:mm) or decimal (hh.##) formats. The View Mins button on the ribbon bar allows you to toggle betweens these formats.

Clicking on the Time Sheet Report button allows employees and supervisors to print the Employee Time Sheet Report directly from the Time Card screen. When the time card is viewed by week, the Employee Time Sheet report is printed for the week, and when the time card is viewed by pay period, it is printed for the pay period.
Sections of the time card:

Punch Detail

Displays all posted punches for the selected pay period, and, if enabled, the Pay Period comment. The first punch of the day is the In punch and the second punch is the Out punch. Punches are paired to form a punch set. If employees punch out for breaks, the system tracks each set of in and out punches. Click to reveal exception codes.

N ote that the system uses different colors to differentiate the type of punch recorded:

Blue—System Punch
Red—Supervisor
Green—Global punch
Black—Employee

Miscellaneous Pay

Displays the number of hours and corresponding pay type.

Hours

Breakdown of the various types of hours worked in this pay period.

Tot Hrs: Total number of hours worked for the day. Blue numbers in this field indicate a miscellaneous adjustment. Green indicates requested time off. To verify hours not included in the Total Hours row, select Action > Time Summary > Transfer Summary; a caret (^) next to the transfer code denotes the hours not included.
Reg Hrs: Total number of regular hours worked for the day.
OT1: Total number of overtime hours worked for the day.
OT2: Total number of double time hours worked for the day.
OT3: Used if you wish the rule to be configured with a specific pay type included in the calculation rather than relying on the Credit OT settings of the pay type configuration.
OT4: Used if you wish the rule to be configured with a specific pay type included in the calculation rather than relying on the Credit OT settings of the pay type configuration.
Prm Hrs: Total number of premium hours worked for the day.
Sch In, Sch Out: Scheduled in and out times for the day.
Sch Hrs: Total number of hours scheduled for the day.
LR HRS: Once a leave request is approved, the LR Hrs row displays approved leave requests in hours for the current pay period. This lets you know that you have approved requests for this pay period so that you don't enter the same request twice.

Approvals

Displays current status of supervisor and/or employee approval.

Emp App: If employee approval is required per your system configuration, employees are granted read-only access to their time cards; they log in, review their time card, and approve the time card by checking this box.
Spr App: If supervisor approval is required per your system configuration, the supervisor must select this check box to approve the time card. Both check boxes (if activated) must be selected before payroll can be processed for the pay period.

Time Detail

Displays a breakdown of the time card details for a single day. Click on any entry for a particular day in the Punch Details section to display details for that day. Details include Punch In/Out times, Exceptions and Overrides, Position, Pay Type, Reason Codes, Job ID, Comments, and User Defined Fields (if configured for your organization).

Summary

Accruals Balance: Displays available hours per accrual type and a running total of accruals balance.
Point Balance: Displays balance per infraction type and a running total of points balance.
Pay Type Summary: Summarizes all of the hours worked during the pay period by pay type. Note that an asterisk (*) that appears next to a pay type denotes unpaid hours. Totals include only those pay types configured as Credit Towards Daily Total. (for Week view, hours/dollars are values for the week, for pay period hours/dollars are values for the pay period).

Pull-down menu items:

Window

Calc Details—While viewing or editing a time card you can easily access this screen by hitting F7 on your keyboard, or by choosing Window > Calc Details. This screen provides full time card details for each day within the pay period. Hours on the Calc Details screen are rounded hours.

To view details for a particular day, click the corresponding to open the record.

To view details for all days within the pay period, click Expand All.

When you are finished viewing the Hours Calculations Details, click Close.

Miscellaneous Pay—View miscellaneous pay details for this employee for the pay period selected on the time card.
Accruals Query—View accrual balances, hours details, and accrual expiration data for this employee.
Points Query—View points details for this employee.
Notifications—View notifications sent to this employee. Note that notifications can also be accessed from the Points Query.

Action

Re-Allocation—Time Re-Allocation enables a supervisor to move an employee's time between different departments/positions, and/or jobs. The Re-Allocation option is available provided that the pay period has not been closed. For more information see Time Re-Allocation.

Audit—View the history of changes made to this time card as well as by whom those changes were made. For more information see Time Card Audit.
Global Approval—Approve time cards for all employees or a group of employees. For more information, see Time Card Global Approval.
Time Summary—Choose to view Pay Type Summary, Transfer Summary, or Dept/Pos Summary.