A timecard is a record of the hours worked during a single shift. Timecards contain 'clock events' i.e. when the worker started/finished their shift and any breaks taken during their shift. Timecards can also include other information such as labor costs, answers to custom questions, disclaimer acknowledgements and compliance calculations.
Timecards are automatically created when workers use the SocialSchedules Time Clock, either mobile or kiosk, to clock in and out of their shifts. A timecard can also be manually created by a manager to retrospectively record worked time.
Once a timecard has been created, it is the responsibility of the manager to review the information and make any adjustments required. Finally, the timecard must be approved before it can be synced to Salaris for inclusion in payroll.
Navigation
Within SocialSchedules, click on Timecards in the top menu bar.
Note! Only managers with the Manage Timecards permission can edit and approve timecards for their department/s.
Filters
All timecards are available in the one place. The filtering system helps you manage your timecards so that you're only seeing the timecards you're interested in. Specifically, you can filter using any combination of the following:
Date
For example, managers could filter to see only the timecards for the current pay period
Additionally, you can select one of the shortcuts such as 'Last 7 days'. This is a dynamic filter in that only timecards created in the last 7 days from the current date will be displayed.
Department
(Timecard) Status
Position
Worker
Warnings
Flagged
Reviewing and Approving Timecards
Only timecards with a status of 'Approved' flow through into Salaris. Therefore it is essential that all timecards for a pay period are reviewed and approved by their respective manager before the payroll cut-off date.
Click on a timecard to view the details. These include:
Start and end time of shift
Position worked
Paid / unpaid breaks taken
Penalties applied (e.g. overtime)
The details within the timecard can be manually updated if they are not correct. For example, if an employee forgot to clock-out then the manager could update the clock out time to the correct time.
Timecards have one of three possible statuses:
Pending - Timecard is awaiting processing
Approved - Timecard has been approved
Closed - Timecard has been processed
SocialSchedules does not enforce a workflow when it comes to changing status so you can change the status of any timecard at any point. However for the purpose of running payroll via Salaris, please ensure all timecards for a pay period are marked as 'Approved' before the payroll approval deadline, else they will not be paid on-time in the respective payrun.
Changing timecard status
You can change the status of a single timecard directly from the timecard listing page by clicking on the status column and selecting the new status.
To change the status of timecards in bulk, multi-select the relevant timecards and then use the 'Mark As' option to select the desired status.
