In this article you will learn about:
What Timecards are
Approving Timecards for payroll
Troubleshooting common issues in timecard approvals
Check out this video on how to manage your timecards for payroll:
What are Timecards?
The Timecards section of Bizimply is where you can have that oversight of the hours that were worked in the business and can approve these hours.
Here you will be selecting the time you are happy to pay from in green and a time you are happy to pay until in red as well as setting the schedule that the paid time is associated with.
To have that control of labour costs we would advise you to approve all Timecards.
This generally doesn't take long as Bizimply does a lot of the work for you in not only getting all the information in one place (scheduled times, punch times) but admin holders can set rules to default to certain times in different instances (when staff are late or early).
This means a lot of times would be automatically selected already when running through the Timecards to approve them.
This leaves managers or those approving the Timecards to make any edits when they seem fit but also is a way of getting them to double-check and sign off on the hours and the ability to associate these costs with a particular schedule.
Approving Timecards for payroll
Best Practices for Timecard Approval
Approve weekly timecards to ensure smooth payroll processing.
Communicate with admins to resolve locked periods or missing buttons.
Regularly verify employee sharing to avoid missing timecards.
Log into your account
Go to the ‘Timecards’ section of a particular location
You will be able to see the Timecards for all the employees in the location here
Navigate to the correct week you wish to approve
Look through the Timecards to ensure that the correct times are selected as the paid times
If you need to make an edit, simply click on the correct time and it will update the paid time and hours
You can also select the break and schedule that the paid time should be associated with
Once happy with the week's Timecard in full click the green approve button, this highlights that you have looked over that particular Timecard
Go to the next employee by clicking on their name in the list to the left
If you encounter locked time periods, notify your admin to adjust permissions or make changes.
For missing employees in timecards, ensure they are shared to the correct location.
If the Approve/Unapprove button is missing, request your admin to update your role permissions.
Common Timecard Approval Issues and Resolutions
Locked Time Periods
If a timecard falls within a locked time period, further changes cannot be made. To resolve this:
Notify your account admin.
The admin can either adjust your role permissions or make the necessary changes on your behalf.
Missing Employees in Timecards
Sometimes, employees may show with 0 hours in the "Unapproved" list but not appear in Timecards. This happens when an employee is unshared from the location. To fix this:
Share the employee back to the relevant location.
Once re-shared, their name and timecard entries will appear in Timecards for approval.
Missing Approve/Unapprove Button
If the Approve/Unapprove button is missing, it may be due to a timeframe lock permission on your role. This permission restricts how far back you can approve or edit timecards. To resolve this:
Have a company admin update your role permissions to allow approval within the needed timeframe.
Approving Timecards for Partial Weeks
If the month ends mid-week, you do not need to approve the entire week and then unapprove it. You can extract monthly payroll data without approving the current week’s timecards. Only unapprove a timecard if you need to make changes, then reapprove after the edits.
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