Timesheet Management & Making Corrections

Overview

Punch errors happen. With OnTheClock, it’s easy to correct time cards to accurately reflect hours worked. By default, administrators and managers can make timesheet corrections. Through this article, we'll show you how to add and adjust time in time cards.

Setup

Desktop | Mobile

Desktop

Time cards for employees can be managed from the time card icon from the profiles of administrators and managers. You can manually create timesheets for an employee by adding single or multiple days with punch times. This is beneficial for forecasting, missed days, and even filling in time records if you’re migrating time in from a different system. Time card adjustments can be made to existing timesheets. These include:

Adding paid time off (PTO)
Adding breaks
Removing breaks
Allowing employee edits

Adding One or More Timesheets

Step 1: After logging in, click “Time Cards ".
Step 2: Choose “Add Day" for a single day or "Add Multi Day" to add multiple days.

Step 3: Select your employee and date.
Step 4: Enter the number of hours worked in the “Override Hours” section, or click “Add Punch” to add precise in and out times.

Step 5: Click "Save".

Adding PTO to a Timesheet

Step 1: After logging in, click “Time Cards”.
Step 2: Set your pay period, then click on the entry you'd like to modify.
Step 3: If needed, enter regular hours worked. Otherwise, skip to the next step.
Step 4: Under “PTO Hours,” enter the hours in the appropriate category.
Step 5: Click "Save"

Adding a Break to a Timesheet

Step 1: From “Time Cards”, locate the entry you wish to adjust.
Step 2: Click the “edit icon” to view punches for the day.
Step 3: Click “Add Punch”.
Step 4: In your new punch, set the start time to the start of the shift and the end time to the start of the break.
Step 5: In the old punch, set the begin time to the break’s end time.
Step 6: Click "Save".

Allowing Employees to Edit Timesheets

Step 1: After logging in, click on the “Employees” tab.
Step 2: Click on the name of the individual you’d like to edit.
Step 3: On the “General” tab, find “Additional Options.”
Step 4: Under “Additional Options,” locate “Manual Time Entry & Adjustment.”
Step 5: Toggle this permission on or off, then click "Save".

Mobile

Time cards for employees can be managed from the time card icon from the profiles of administrators and managers. You can manually create time sheets for an employee by adding multiple days or single days with punch times. This is beneficial for forecasting, missed days, and even filling in past time records if you’re moving time from a different system. Time card adjustments can be made to existing time sheets, adjustments include:

Adding and adjusting time records
Adding PTO (paid time off)
Adding breaks

Adding One or More Time Sheets

Step 1: Open your app and tap “Time Cards.”
Step 2: Tap the + icon in the upper right corner.

Add timecard Ontheclock mobile app

Step 3: Select your employee and date.
Step 4: Enter the number of hours worked in the “Override Hours” section, or click “Add Punch” to add exact in/out times.

Step 5: Click "Save".

Adding PTO to a Time Sheet

Step 1: Open your app and tap “Time Cards.”
Step 2: Set your pay period, then select your employee.
Step 3: Tap on the entry you wish to modify.
Step 4: Under “Override Hours,” enter the hours in the appropriate category.
Step 5: Click "Save".

Adding a Break to a Time Sheet

Step 1: From “Time Cards,” locate the entry you wish to adjust.
Step 2: Tap on the entry, then click “Add Punch”
Step 3: In your new punch, set the start time to the start of the shift and the end time to the start of the break, then click "Save".
Step 4: Tap on the old punch and set the begin time to the break’s end time, then click "Save".
Step 5: Click "Save" at the bottom of your time card entry.

What to Expect

After creating a single entry or multiple time card entries, all the time entered will appear in time cards. Once entries exist, you will now have the option to “edit” with the edit pencil. Administrators always have editing privileges. Managers and employees can be toggled as read-only or granted editing privileges.

When adjusting a timesheet, you will always have a pop-up window allowing you to modify times for that day. A list with times will be presented, but you can also manually type any time into the boxes.

Adjustments made to time cards can be seen by reviewing your audit log. To access this, check the audit log box or download the audit log report under "More." If you’re a mobile app user, visit the website to view any audits or download audit reports.

How do I add time to a time card?

If a time entry already exists, you can click the edit pencil to adjust in/out times. You can also enter hours in the override section.

How can I tell if there were time card edits made?

In your time cards, there is an option at the top. Under “Show...” check the box “Audit Log” to see edits on the time cards or click the orange "More" button to download the audit log report.

Can an employee change his or her time?

By default, this setting will be off, but you can set up an account for manual time entry and adjustment, which will allow employees to add, edit, and adjust their own time cards. (This is further described in the article above.)

Can I add bulk entries for an employee?

Yes. Adding bulk entries can be done by clicking the orange “Add Multi Day” button. This will display a week where you can enter the total hours for the selected employee.

Can I add PTO to an existing timesheet?

Yes. To accomplish this you will need to use the override portion of the time card and put the number of hours worked for the day in “reg” and then the remaining PTO portion in the desired PTO column to have PTO logged on the same timesheet.

How can I see break times on the time cards?

If you check the box for “Punches” under “Show…” this will display more punch information on your time cards.

How can I show break duration on a timesheet?

You can customize your time card columns to include “UBR” or “PBR.”