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How To Read Time Cards

Overview

Your OnTheClock time cards have detailed information about each of your employees’ punches. You can also filter time cards to view specific information.

Time Card Legend

Here’s a rundown of what the different columns on your time card mean. You can adjust which columns are displayed by customizing your time card — we’ll explain how later in this article.

  • Emp #: Your employee’s identification number.
  • Employee: Your employee’s name (Last, First).
  • Day: The day of the week that the punch occurred.
  • Date: The date that the punch occurred.
  • Total: The length of the clock-in in hours.
  • Reg: The length of regular hours worked.
  • OT1: The length of overtime hours worked in the overtime 1 category.
  • OT2: The length of overtime hours worked in the overtime 2 category.
  • OT3: The length of overtime hours worked in the overtime 3 category.
  • Vac: Vacation time to be paid out.*
  • Hol: Holiday time to be paid out.*
  • Sic: Sick time to be paid out.*
  • Per: Personal time to be paid out.*
  • In: The time the employee clocked in.
  • Out: The time the employee clocked out.
  • PBR: The length of a paid break.
  • UBR: The length of an unpaid break.
  • Tip: Tips to be paid out.
  • Bon: Bonuses to be paid out.
  • Com: Commission to be paid out.
  • Mile: Mileage reported.*

**Note: PTO categories, mileage, tips, bonus, and commission can be renamed to meet your organization’s needs.

Filtering Time Cards

On your Time Card page, you can set a number of filtering options to view specific sets of time cards. By default, some filtering options are hidden. To view more custom filter options, click the “More” button in the “Options” box.

  • Period: Filters by pay period.
  • Emp: Filters by employee.
  • Custom: Filters by custom dates.
  • Dates: Filters by date.
  • Dept Wrkd: Filters by department worked.
  • Dept: Filters by assigned department.
  • Mgr: Filters by assigned manager.
  • Job: Filters by job.
  • Punches: Check this to display punch in/out time beneath each time card entry.
  • Payroll: Check this to display the pay rate for each employee.
  • Audit Log: Check this to display edits to hours (if the audit log is enabled).
  • Attendance: Check this to display unexcused absences (if fixed schedules are used).

Customizing Time Cards

You can change the way columns on your time card are displayed — here’s how:

  1. Step 1: Log in as an administrator or a manager via browser.
  2. Step 2: Navigate to “Time Cards ”.
  3. Step 3: Click the “Gear ” icon (in the top right corner of your time card display).
  4. Step 4: Select “Customize Columns ”
  5. Step 5: In the “Visible” column, toggle on the columns you’d like to view.
  6. Step 6: In the “Visible” column, toggle off the columns you’d like to hide.
  7. Step 7: Click “Save Settings.”



You can also customize your time card’s density (i.e., how much space is displayed between each cell). By default, density is set to “normal;” choose “comfy” or “compact” to reduce the space between columns.

I can’t see the filter options audit log, payroll, or attendance.
If you do not see these filter options to check off, click “more” in the top left to have more options displayed to select.
I customized my time card column names and now my CSV file will not import into your QuickBooks Desktop tool.
If you use the QBD importer tool, you have to keep your time card column names default otherwise the file will not be supported.
The week range under period does not reflect my company pay period, can I change it?
Yes — if you are an administrator on the account, you can adjust the pay period settings under “basic settings” to reflect the proper dates.
When I filter by “payroll” it shows only 0.
In order for totals to show up from payroll, you will want to enter in pay rates for your employees in the employee set up.
What is the difference between Dept. Wrkd and Dept.?
The filter Dept. will show the employees who have been assigned to a department in their settings on the time card. Whereas department worked will filter based on a department selected by an employee at clock in.