Time Tracking Glossary

Absence

A noun that refers to the state of being away, not present, or not existing in a particular place or situation. It describes a lack or nonexistence of someone or something.

Absence tracking

The process of managing, recording, and monitoring employee time off. It ensures accurate documentation of absences and attendance, serving as a cornerstone for effective team management and project planning. This process supports client billing and invoicing, provides management with valuable insights into workforce productivity, and helps address staffing gaps efficiently. OnTheClock is designed to simplify absence tracking by allowing employers to log and monitor employee time off with ease, ensuring accurate records for payroll and compliance.

Accidential death & dismemberment

A specialized form of coverage that provides financial benefits to beneficiaries if the policyholder dies as a result of an accident. In addition to accidental death, it also offers compensation for the loss of a limb, bodily function, or other specific injuries caused by accidents. The term is often recognized by the acronym (AD&D).

Accruals

A method of tracking benefits or expenses that accumulate over time. In the workplace, accruals often refer to time earned by employees, such as vacation, sick leave, or comp time, which can be used at a later date. Accrual balances are calculated by the hours or benefits accrued but not yet used. With OnTheClock, employers can automate accrual calculations, ensuring employees’ PTO balances are updated accurately without manual tracking.

Activity report

A document that tracks and summarizes tasks, projects, or operations completed over a specific period. Often used for workplace communication, activity reports provide insights into progress, priorities, and challenges. They may include details such as completed activities, time spent, resource usage, and potential issues to ensure transparency and inform decision-making.

Actual cost of work performed (ACWP)

A financial metric representing the actual expenses incurred for completing specific work within a set period. It includes direct and indirect costs recorded in project management systems, such as earned value management (EVM). Actual cost of work performed (ACWP) helps organizations track and compare actual costs against projected budgets to evaluate project performance and financial accuracy.

Adjusted gross income

An employee’s total income for the year, minus certain IRS-approved deductions. It is a refined version of an employee’s earnings — starting with gross income and subtracting eligible adjustments, like student loan interest, IRA contributions, and educator expenses. Adjusted gross income (AGI) plays a key role in determining taxable income, influencing the credits and deductions one qualifies for, and ultimately shaping how much a worker owes (or gets back) at tax time. This crucial number can be located on IRS Form 1040, line 11.

Admin

An employee with full control over an OnTheClock account, responsible for managing settings, user permissions, billing, and integrations, like payroll services. In a broader sense, an admin oversees systems and operations to ensure efficiency, whether in a digital workspace, a company, or an organization. These individuals play a crucial role in maintaining structure, enforcing policies, and optimizing workflows.

Android time tracking app

A mobile tool that allows an employee to log work hours, track tasks, and manage productivity from an Android device. These apps typically feature clock-in/clock-out functionality, time sheet management, and integrations with payroll or HR systems. Many also offer advanced capabilities, like GPS tracking, geofencing, and real-time reporting, ensuring accurate time management for both employees and businesses. OnTheClock’s Android app provides employees and employers with seamless mobile time tracking, helping teams manage their hours from anywhere with features like GPS tracking and payroll integration.

Annualized salary

The projected total earnings an employee would make over a full year based on his or her current pay rate. This calculation takes into account their hourly, weekly, or monthly wages and assumes a standard work schedule, typically 40 hours per week. It provides a useful way to compare salaries across different roles, pay structures, and employment types, helping both employees and employers assess compensation on an annual scale.

Approval

The act of endorsing or authorizing an idea, action, or decision, indicating that it meets the necessary standards or expectations. An employee may seek approval from a manager before moving forward with a project, ensuring alignment with company policies and goals. Approval reflects confidence in the proposed course of action and signifies it is deemed acceptable or beneficial.

Approval workflow

A structured process that guides tasks, documents, or requests through a series of review and approval stages. An employee may submit a time sheet, expense report, or PTO request, which then moves through predefined steps for managerial approval or rejection. By automating approvals, this workflow ensures efficiency, maintains accountability, and prevents bottlenecks, allowing businesses to streamline decision-making and enforce compliance.

Attendance tracking

The systematic process of recording and monitoring an employee's work hours, including clock-in and clock-out times, breaks, and absences. Whether using manual time sheets, digital time clocks, or automated biometric systems, attendance tracking helps ensure accurate payroll, reduce absenteeism, and maintain productivity. By keeping precise records, it supports accountability, operational efficiency, and compliance with labor regulations. OnTheClock’s attendance tracking system automates this process, giving employers a real-time view of employee work hours and ensuring accurate payroll calculations.

Automated Clearing House

An electronic payment network that facilitates the secure transfer of funds between banks. ACH processes large volumes of credit and debit transactions, making it a key system for payroll direct deposits, bill payments, and business transactions. Employers often rely on ACH to ensure employees receive their paychecks quickly and efficiently through direct deposit, eliminating the need for paper checks and streamlining financial operations.

Automatic time tracking

A software-driven system that records an employee’s work hours and activities without requiring manual input. By running in the background, it captures time spent on tasks, applications, and projects in real-time, reducing the need for employees to start and stop timers or fill out time sheets manually. This streamlined approach enhances productivity, ensures accurate payroll processing, and minimizes administrative workload while maintaining transparency in time management. OnTheClock’s automated time tracking tools are designed to simplify employee time management, reduce human error, and provide businesses with precise work hour records.

Back pay

Compensation owed to an employee for work completed in the past that was either unpaid or underpaid. This may occur due to payroll errors, disputes, or adjustments resulting from wage agreements, legal rulings, or policy changes. Back pay ensures the employee receives the full amount they were entitled to.

Base pay

The fixed amount an employer agrees to pay an employee in exchange for their work, excluding any additional earnings, such as bonuses, overtime, tips, or commissions. Typically expressed as an hourly wage or annual salary, base pay forms the foundation of an employee's total compensation package but does not account for benefits or variable income.

Benefit accrual

The process of accumulating employee benefits, such as paid time off, sick leave, or other compensatory benefits, over time based on an employee’s service or other predefined criteria. These earned benefits are tracked but may not be used or paid out until a future date, forming an essential part of accrual accounting in workforce management.

Benefits

The extra perks and compensation employees receive beyond their regular paychecks. These can include health insurance, retirement plans, paid time off, bonuses, and other rewards that support financial security, work-life balance, and overall wellbeing. A strong benefits package not only enhances job satisfaction but also helps attract and retain top talent in a competitive workforce.

Billable time

The hours a professional spends working on client-related tasks that can be invoiced for payment. OnTheClock helps businesses accurately track billable hours, ensuring proper client invoicing and labor cost management.

Billing rates

The amount a professional or business charges per hour (or other time increment) for their services. Setting the right billable rate ensures profitability by covering costs, factoring in expertise and reflecting market demand. A well-calculated rate helps businesses stay competitive while ensuring fair compensation for their work.

Biometric identifiers

Unique physical or behavioral characteristics used to verify an employee’s identity. These identifiers can include fingerprints, facial recognition, iris scans, voice patterns, or even hand geometry. Biometric authentication systems leverage these traits to enhance security, prevent fraud, and streamline access to systems or workplaces, ensuring that only authorized individuals can clock in, access sensitive data, or enter restricted areas.

Biweekly pay

A payroll schedule where an employee receives wages every other week on a designated day, typically resulting in 26 paychecks per year. Each pay period covers 14 days, ensuring a consistent schedule for tracking work hours, overtime, and deductions. In some months, employees may receive three paychecks instead of two, depending on the calendar. This pay structure is popular among employers as it balances payroll efficiency with predictable income for employees. OnTheClock’s payroll integrations simplify biweekly payroll processing by automatically tracking work hours and overtime, reducing payroll errors and administrative workload.

Bonus

An additional payment given to an employee on top of their regular wages, often as a reward for exceptional performance, meeting company goals, or as a seasonal incentive. This extra compensation serves as both recognition and motivation, reinforcing productivity and dedication. Bonuses can take various forms, such as year-end rewards, performance-based incentives, or company-wide profit-sharing, providing employees with financial appreciation beyond their expected earnings.

Bring Your Own Device (BYOD)

A workplace policy that allows an employee to use his or her personal smartphone, tablet, or laptop for work-related tasks. This approach enables access to company applications, data, and networks, offering flexibility and convenience while also raising security considerations. Organizations implementing BYOD policies often establish guidelines to protect sensitive information while ensuring employees can efficiently perform their job duties using their own devices.

Browser extension time tracking

A digital tool that enables an employee to monitor and record his or her work hours directly within a web browser. By installing a small software add-on in browsers like Chrome, Firefox, or Edge, they can effortlessly track time spent on tasks, websites, and online activities. This method helps improve productivity by providing insights into time management while allowing employers to gain a clearer picture of how work hours are utilized. Some time tracking solutions, like OnTheClock, offer easy-to-use browser extensions for seamless time entry, ensuring accurate time tracking without disrupting workflow.

Buddy punching

A form of time theft that occurs when an employee asks a coworker to clock in or out on their behalf. This deceptive practice is often used to cover up late arrivals, early departures, or even entire missed shifts. By falsifying time records, buddy punching leads to payroll inaccuracies and increased labor costs for employers. To prevent this, businesses implement secure time tracking methods, such as biometric authentication, GPS tracking, or unique login credentials to ensure that employees accurately report their own work hours. OnTheClock’s GPS tracking, biometric verification, and unique login credentials are designed to eliminate buddy punching, ensuring employees accurately report their own work hours.

Budget tracking

The process of monitoring and managing income and expenses to ensure financial resources are used effectively. As an employee, keeping track of budgeted versus actual spending helps maintain financial transparency and prevents unnecessary overspending. Whether applied to personal finances, business operations, or project management, budget tracking ensures that financial goals remain on course. By continuously reviewing and adjusting expenditures, employees contribute to smarter resource allocation, improved profitability, and overall fiscal responsibility within their organization. OnTheClock’s reporting tools help businesses manage labor costs by providing detailed insights into employee work hours and payroll expenses, allowing for smarter resource allocation and improved profitability.

Calculation priority

The sequence in which calculations are performed to ensure accuracy and efficiency. Whether applied to mathematical operations, payroll processing, or time tracking, calculation priority determines which values are processed first based on predefined rules. In workforce management, it can influence how hours, overtime, and pay rates are calculated, ensuring precise payroll and compliance with labor laws.

Calendar

A system for fixing the beginning, length, and divisions of the year and arranging days and longer divisions of time (such as weeks and months) in a definite order. It also refers to a printed table showing all the days, weeks, and months of the year and can be used as a chart organizing the year into days, weeks, or months, often listing appointments or activities.

Calendar year

A 12-month period that starts on Jan. 1 and ends on Dec. 31. It is commonly used for tracking employee benefits, leave entitlements, and compliance with tax regulations, providing a consistent timeframe for HR planning.

Check in/Check out

The process of employees recording their arrival and departure times using a time clock or tracking system. This ensures accurate tracking of work hours for payroll, attendance, and compliance with labor regulations. OnTheClock provides an easy-to-use check-in/-out system, allowing employees to clock in from desktop, mobile, or biometric devices while ensuring accurate time records for payroll.

Child support withholding

A process where an employer deducts a portion of an employee's wages to fulfill child support obligations. This withholding is often mandated by a court order and ensures consistent and timely payments to the custodial parent. The employer sends the withheld amount to the child support agency, which then forwards it to the custodial parent.

Client time reports

Detailed records that document the time spent by professionals on tasks related to a specific client or project. They are crucial for tracking billable hours, ensuring accurate billing, and providing transparency to clients. These reports typically include task breakdowns, employee names, project codes, dates, start and end times, and total hours worked. OnTheClock generates detailed client time reports, helping businesses streamline invoicing and ensure accurate tracking of billable hours.

Clock

A device or system used to record the start and end times of employees' shifts. It ensures accurate tracking of work hours for payroll and compliance purposes. Modern clocks can be physical devices, digital systems, or software applications, and they may include features like GPS tracking and mobile access. OnTheClock offers cloud-based and mobile time clocks, allowing employees to punch in and out with accuracy, whether they’re in the office or working remotely.

Clocking in and out

The process where employees record their start and end times for work shifts. This practice helps track hours worked, calculate wages, and manage attendance. It can be done using various methods, such as punch clocks, swipe cards, biometric scanners, or mobile apps, ensuring accurate timekeeping and compliance with labor regulations. OnTheClock simplifies clocking in and out with GPS tracking, automated time rounding, and real-time attendance monitoring for better workforce management.

Cloud-based time tracking software

A digital tool hosted on remote servers that allows employees to record their work hours and tasks from any device with internet access. It provides real-time data on employee productivity, centralizes time tracking information, and often integrates with other HR systems, enabling efficient monitoring, payroll calculations, and remote management. OnTheClock is a cloud-based time tracking software that offers seamless payroll integrations, real-time reporting, and secure access from any location.

Compa-ratio

A metric used to compare an employee's salary to the midpoint of his or her salary range. It's calculated as (actual salary / midpoint of pay range) x 100. This metric helps assess if an employee's pay is competitive and aligned with internal pay structures, guiding compensation decisions and ensuring fairness.

Compensatory time

A system where employees receive paid time off instead of overtime pay for extra hours worked beyond their regular schedule. It allows employees to “bank” time for future leave and is subject to legal regulations regarding eligibility and usage. This term is commonly shortened to “comp time.”

Conditional calculation

A conditional calculation is performed only if a specific condition is met. It is commonly used in spreadsheets, formulas, and probability calculations to determine outcomes based on certain criteria or logical expressions.

Critical path

The sequence of essential tasks that determine the minimum time required to complete a project. It’s identified by analyzing task dependencies and durations, allowing project managers to prioritize tasks and manage project timelines effectively.

Critical path method scheduling

A planning technique used to identify the sequence of critical tasks that determine the shortest timeline for workforce scheduling and project completion. It helps optimize shift planning, hiring timelines, training schedules, and other HR functions by analyzing task dependencies, resource availability, and time constraints to ensure efficient workforce management. This term is commonly recognized by the acronym CPM.

Date

A specific point in time, often expressed as a day, month, and year. Dates are essential for tracking employee records, payroll processing, compliance deadlines, hiring timelines, performance reviews, and scheduling.

Day

A unit of time lasting 24 hours, representing one full rotation of the Earth on its axis. In HR, a day is a fundamental time measurement used for tracking work hours, employee shifts, leave policies, payroll cycles, and scheduling. It encompasses both daytime and nighttime and plays a crucial role in workforce management and labor compliance.

Day breaker

A setting that defines the start of an employee’s workday and workweek. It determines the 24-hour period used for daily time calculations and the 168-hour period for weekly time tracking. OnTheClock allows businesses to customize their day breaker settings to ensure accurate time tracking, especially for employees working overnight or irregular shifts.

Daylight saving time

The practice of setting clocks forward by one hour during the warmer months to extend evening daylight. It aims to make better use of natural daylight and conserve energy. The term is commonly recognized using the acronym DST.

Dependent

An individual who relies on an employee for financial support, typically for benefits eligibility. Dependents commonly include spouses, children, and sometimes other family members as defined by company policy or legal regulations. Employers use dependent information to determine eligibility for health insurance, tax benefits, and other employee benefits.

Desktop time tracker

A software application that runs on a computer, automatically recording the time spent on different tasks, projects, or applications. It helps users monitor their productivity, manage time effectively, and track work hours accurately. OnTheClock offers a desktop-friendly time tracking solution, ensuring employees and managers can efficiently log and review work hours from any device.

Direct deposit

An electronic funds transfer (EFT) that moves money directly into a recipient's bank account through the Automated Clearing House (ACH) network. It's a secure, paperless, and fast method for receiving payments, such as salaries, government benefits, or tax refunds. OnTheClock Payroll simplifies direct deposit payroll processing, ensuring employees are paid accurately and on time. Direct deposits are offered without an upcharge in OnTheClock Payroll.

Disability insurance

Disability insurance is a type of insurance that provides financial assistance to individuals who become disabled and unable to work due to illness, injury, or accidents. It replaces a portion of their lost income during the period of disability. There are two main types: short-term disability insurance (STDI) and long-term disability insurance (LTDI).

Disposable earnings

The amount of income an employee receives after legally required deductions, such as taxes, Social Security, and Medicare, are taken out of their paychecks. This amount is available for personal expenses and is used to determine the maximum allowable wage garnishment. OnTheClock Payroll calculates disposable earnings automatically, helping employers stay compliant with wage garnishment regulations.

Double overtime

A pay rate where employees receive twice their regular hourly wages for working beyond a certain number of hours or on specific days, such as holidays. It compensates employees for extended work hours or special circumstances. This term may also be identified as “double time.”

Double time

A premium pay rate that compensates employees at twice their regular hourly wage for qualifying hours worked. It typically applies to overtime beyond a set threshold, such as hours worked on holidays, weekends, or after a specific number of daily or weekly hours, as defined by company policy or labor laws. OnTheClock makes it easy to configure double-time pay settings, ensuring accurate calculations for payroll.

Early start

Beginning an activity or journey early in the day. It is often done to accomplish more tasks or to reach a destination earlier. In project management, it can also refer to the earliest possible date for a task to begin.

Early finish

The earliest possible time an activity or project can be completed. It is determined using the critical path method (CPM) in project management, considering schedule network logic, data date, and scheduling constraints. Early finish helps identify potential delays and optimize project scheduling.

Earned income credit

A refundable tax credit for low- to moderate-income workers and families. It reduces the amount of tax owed and may result in a refund. Eligibility depends on income, filing status, and number of qualifying children. This term is commonly recognized using the acronym EIC or EITC, for earned income tax credit EITC.

Eisenhower matrix

The Eisenhower matrix, also called the urgent-important matrix, is a time management tool used to prioritize tasks based on their urgency and importance. It categorizes tasks into four quadrants: urgent and important (to be done immediately), important but not urgent (to be scheduled), urgent but not important (to be delegated), and neither urgent nor important (to be eliminated). This framework helps individuals and teams focus on high-priority tasks while reducing time spent on less critical activities, improving productivity and decision-making.

Electronic funds transfer

The electronic movement of money between bank accounts without the use of paper-based transactions, such as checks. It encompasses a variety of payment methods, including direct deposits, wire transfers, and online bill payments. This term is commonly recognized using the acronym EFT.

Employee

An individual who works for an organization or employer in exchange for compensation, typically in the form of wages or salary. Employees can be classified based on their employment terms, such as full-time, part-time, temporary, or contract workers.

Employee leave

The authorized time off from work that an employee is entitled to, either as part of their employment benefits or due to specific circumstances. Leave can be categorized into various types, such as paid leave (e.g., vacation, sick leave, parental leave) and unpaid leave (e.g., extended personal leave or family emergencies). OnTheClock’s PTO tracking feature allows businesses to automate and manage employee leave requests, balances, and approvals effortlessly.

Employee monitoring

The practice of tracking and observing employee activities and performance in the workplace to ensure productivity, compliance, and security. This can include methods, such as time tracking, email and internet usage monitoring, video surveillance, and software, that record work-related tasks. OnTheClock provides a noninvasive way to track employee hours while maintaining transparency and trust between employers and their teams.

Employer

An individual, company, or organization that hires and compensates employees in exchange for their work or services. Employers are responsible for defining the terms of employment, such as wages, benefits, and working conditions, often formalized through contracts. OnTheClock helps employers manage their workforces more efficiently by streamlining time tracking, payroll processing, and labor law compliance.

Employer tax identification number

An employer identification number (EIN), also known as a federal tax identification number, is a unique nine-digit number assigned by the Internal Revenue Service (IRS) to identify businesses for tax purposes. It is required for entities such as corporations, partnerships, and nonprofits, as well as businesses with employees.

Estimations

The process of predicting or approximating the resources, costs, or time required to complete a task, project, or achieve a specific goal. In business, estimations are used to forecast workforce needs, project budgets, or operational timelines based on available data and assumptions.

Exempt employees

Workers who are not entitled to overtime pay under the Fair Labor Standards Act (FLSA). They are typically salaried employees who meet specific criteria, including earning a minimum salary of $58,656 per year (as of Jan. 2025) and performing job duties classified as executive, administrative, professional, or outside sales. OnTheClock allows businesses to differentiate between exempt and nonexempt employees in their time tracking settings, ensuring compliance with labor laws.

Expense reports

Documents used to track and document business-related expenses incurred by employees. These reports typically include details such as the date, amount, purpose, and category of each expense, along with supporting receipts. They are primarily used for reimbursement purposes, financial tracking, and compliance with tax regulations.

Expense tracking

The process of monitoring, recording, and analyzing all costs incurred by an organization or its employees. It involves tracking expenses related to employee activities, such as travel, training, and office supplies, to ensure compliance with company policies and budgets.

Exporting tracked time

The process of transferring recorded work hours from time tracking systems into external formats, such as spreadsheets or reports, for further analysis, payroll processing, or client invoicing. This feature is commonly available in time tracking software and allows users to export data in formats like CSV, Excel, or PDF. OnTheClock makes exporting tracked time simple, providing businesses with accurate reports for payroll, invoicing, and compliance purposes.

Face recognition reader

A biometric device that identifies and verifies individuals by analyzing their unique facial features. This technology is commonly used for purposes such as attendance tracking, access control, and timekeeping.

Fair Labor Standards Act

A U.S. federal law enacted in 1938 to establish minimum wage, overtime pay, recordkeeping, and child labor standards. It applies to employees in the private sector and government roles at the federal, state, and local levels. This term is commonly recognized by the acronym FLSA. OnTheClock helps businesses comply with FLSA requirements by accurately tracking employee work hours and overtime.

Family and Medical Leave Act

A U.S. federal law that provides eligible employees with up to 12 weeks of unpaid, job-protected leave within a 12-month period. It ensures that employees can take time off for specific family and medical reasons, such as the birth or adoption of a child, caring for a seriously ill family member, or addressing their own serious health condition. This term is commonly recognized by the acronym FMLA. OnTheClock’s PTO tracking feature can help businesses manage and document FMLA leave requests.

Federal Insurance and Contribution Act

A U.S. federal law that mandates payroll taxes to fund Social Security and Medicare programs. These programs provide financial support for retirees, individuals with disabilities, and survivors of deceased workers, as well as health care coverage for individuals aged 65 and older or those with certain disabilities. This term is commonly referred to using the acronym FICA.

Federal Unemployment Tax Act

A U.S. federal law enacted in 1939 that requires employers to pay a payroll tax to fund unemployment benefits for workers who lose their jobs through no fault of their own. Federal Unemployment Tax Act (FUTA) taxes are used to support state unemployment insurance programs and job service initiatives.

Fingerprint reader

A biometric device used in HR to identify and authenticate employees by scanning their unique fingerprint patterns. This technology is commonly implemented in time and attendance systems to ensure accurate tracking of employee work hours and to prevent practices like "buddy punching," where one employee clocks in for another. OnTheClock’s fingerprint reader option offers employers additional security against buddy punching.

Fiscal year

A 12-month period that businesses and governments use for budgeting, financial reporting, and tax purposes. Unlike a calendar year, which runs from January to December, a fiscal year can start and end on any date chosen by the organization to align with financial cycles. Employees may see the impact of a fiscal year in performance reviews, budget planning, and annual reports. Whether tracking company revenue or setting departmental goals, the fiscal year serves as a critical framework for financial management and long-term planning.

Fixed fee

A predetermined, one-time payment for a specific service or project, regardless of the time or resources required to complete it. Fixed fees are often applied to services like recruitment campaigns, where the fee remains constant regardless of the candidate's salary or the number of hires.

Full-time

An employment classification where an employee works a set number of hours per week, typically ranging from 32-40 hours, depending on the employer's policies. OnTheClock allows businesses to differentiate between full- and part-time employees in their time tracking settings for more accurate payroll calculations.

Full-time equivalent

A standardized metric used to measure the total workload of employees, expressed as the equivalent number of full-time employees. Commonly recognized using the acronym FTE, it combines the hours worked by part-time, full-time, and temporary employees into a single unit, where 1.0 FTE typically represents one full-time employee working a standard 40-hour week. For example, two employees working 20 hours each per week would equal 1.0 FTE. OnTheClock’s reporting features help businesses track employee hours and calculate FTEs for workforce planning and compliance.

Garnishment

A legal process where an employer is required to withhold a portion of an employee's wages to satisfy a debt. This process is typically initiated through a court order or government directive, such as for unpaid taxes, child support, or defaulted student loans. OnTheClock Payroll simplifies payroll deductions, including garnishments, ensuring compliance with court-ordered wage withholdings.

Geofencing

A location-based technology that creates virtual boundaries around a specific geographic area using GPS, RFID, Wi-Fi, or cellular data. Geofencing is commonly used to automate time tracking, monitor employee attendance, and manage remote or field workers. When an employee enters or exits a geofenced area, the system can trigger actions such as clocking in or out, sending notifications, or logging location data. OnTheClock offers geofencing to ensure employees can only clock in or out from authorized locations, preventing time theft and improving accountability.

Global positioning system

A global positioning system (GPS) is a satellite-based navigation technology that provides precise location, navigation, and timing information anywhere on Earth. GPS is often integrated into workforce management systems to track employee locations, monitor fieldwork, and enhance timekeeping accuracy. OnTheClock’s GPS tracking feature helps businesses verify employee locations at clock-in and clock-out, improving transparency for remote and mobile teams.

Gross pay

Gross pay is the total amount of compensation an employee earns before any deductions, such as taxes, insurance premiums, or retirement contributions, are applied. It includes base salary or hourly wages, along with additional earnings like overtime pay, bonuses, commissions, and allowances. OnTheClock Payroll automatically calculates gross pay based on hours tracked, ensuring accurate payroll processing.

Holiday pay

Holiday pay refers to compensation provided to employees for holidays, either as paid time off or additional pay for working on designated holidays. It may include standard pay, time-and-a-half, or double-time rates, depending on company policies. OnTheClock’s PTO tracking system allows employers to easily manage and track holiday pay, ensuring accurate payroll calculations.

Hour

A unit of time equal to 60 minutes or 1/24th of a day. This unit of time is commonly used to measure work time, calculate wages, and track employee productivity. OnTheClock tracks employee work hours with great precision (to the minute), ensuring precise payroll calculations and compliance with labor laws.

Hourly billing

A pricing method where clients are charged based on the number of hours worked on a specific task, project, or service. The total cost is calculated by multiplying the hours worked by a pre-determined hourly rate. OnTheClock provides accurate time tracking to simplify hourly billing for businesses and freelancers.

Hourly rate

The amount of money an employee earns or is charged for each hour of work. It is a common method of compensation, particularly for roles with variable schedules or tasks measured by time. The hourly rate is calculated by dividing an employee's annual or weekly salary by the total number of hours worked in a year or week. OnTheClock automatically calculates total wages based on tracked hours and hourly rates, streamlining payroll processing.

Human resources

Human resources (HR) refers to the department or function within an organization responsible for managing the employee life cycle, including recruitment, onboarding, training, performance management, and offboarding. HR also oversees employee relations, compensation, benefits, and compliance with labor laws. OnTheClock’s time tracking and payroll solutions help HR teams reduce administrative burdens and ensure accurate recordkeeping.

Idle time

Periods during which employees, machinery, or other resources are available but not engaged in productive activities. It can be categorized as planned idle time, such as scheduled breaks or maintenance, and unplanned idle time, caused by unexpected disruptions like equipment failures or delays in receiving materials. OnTheClock’s time tracking system helps businesses identify idle time trends, ensuring more efficient workforce management.

Individual Retirement Account

An Individual Retirement Account (IRA) is a tax-advantaged savings account designed to help individuals save for retirement. IRAs can be established through financial institutions like banks, investment firms, or credit unions. Contributions to IRAs may be tax-deductible (traditional IRA) or made with after-tax income (Roth IRA), with earnings growing tax-deferred or tax-free, depending on the account type. OnTheClock Payroll accommodates IRA contributions and allows employers to contribute matching or non-elective contributions.

Integrations

The process of connecting various HR systems, tools, or software with other organizational applications to enable seamless data sharing and streamlined workflows. This often involves linking human resource information systems (HRIS) with payroll, performance management, recruitment, or finance systems. OnTheClock integrates with payroll solution, like QuickBooks, Gusto, and others, allowing businesses to automate payroll processing and reduce manual data entry.

Invoice

A formal document issued by a seller to a buyer, detailing the goods or services provided and requesting payment. It typically includes key information, such as the seller's and buyer's contact details, a unique invoice number, a description of the items or services, the total amount due, payment terms, and the due date.

IOS time tracking app

An iOS time tracking app is a mobile application designed to help businesses and employees monitor and manage work hours, tasks, and productivity directly from Apple devices, like iPhones and iPads. These apps often include features, such as clock-in/clock-out functionality, project tracking, time sheet management, and integration with payroll or HR systems. Advanced options may also offer GPS tracking, geofencing, and detailed reporting to enhance workforce management. OnTheClock’s iOS app allows employees to clock in and out on the go, track GPS locations, and sync time entries with payroll systems, ensuring seamless workforce management.

Job costing

Job costing is a method used to calculate the total cost of completing a specific job, project, or task by tracking all associated expenses, including direct labor, materials, and overhead. This approach is particularly useful in industries like construction, manufacturing, and custom services, where each job has unique requirements. By assigning costs to individual jobs, businesses can analyze profitability, set accurate pricing, and improve resource allocation. OnTheClock's job costing features help businesses track labor hours by project, improving accuracy and profitability analysis.

Key performance indicators

Key performance indicators (KPIs) are measurable metrics used to evaluate how effectively HR activities align with and support an organization’s strategic goals. These indicators provide insights into HR’s contribution to areas, such as employee performance, retention, recruitment, and overall workforce management. KPIs are designed to track progress in critical areas, like employee turnover, time-to-hire, training effectiveness, and employee engagement. Common time tracking-related KPIs include employee attendance rates, overtime hours, and time theft prevention — metrics that OnTheClock helps businesses monitor efficiently.

Labor costs

The total expenses incurred by an organization to compensate its workforce. This includes direct costs, such as wages, salaries, and overtime, as well as indirect costs, like benefits, payroll taxes, training, and other employee-related expenses. Common time tracking-related KPIs include employee attendance rates, overtime hours, and time theft prevention — metrics that OnTheClock helps businesses monitor efficiently.

Labor law compliance

The process of ensuring an organization adheres to all applicable labor laws and regulations governing employment practices. This includes compliance with laws related to wages, working hours, workplace safety, anti-discrimination, employee benefits, and other employment standards. OnTheClock’s automated time tracking helps businesses stay compliant with overtime laws and recordkeeping requirements.

Labor rate

The cost an organization incurs for one hour of work performed by an employee. It typically includes direct wages or salaries and may also account for additional costs, such as benefits, payroll taxes, and other employee-related expenses.

Leave management

The process of overseeing and administering employee time-off requests, ensuring compliance with company policies and labor laws. It involves tracking various types of leave, such as vacation, sick leave, parental leave, and unpaid leave, while maintaining accurate records and ensuring minimal disruption to business operations. OnTheClock’s PTO tracking system streamlines leave management by allowing employees to request time off and managers to approve it seamlessly.

Locking time sheets

The process of restricting employees from making changes to their submitted time entries after a specific period. This feature is typically managed by HR, payroll administrators, or managers and ensures time sheet data remains accurate and finalized for payroll processing or project billing. OnTheClock includes a time sheet locking feature to maintain payroll accuracy and prevent unauthorized edits.

Lunch break

A designated period during the workday when employees are allowed to take time off from their duties to eat or engage in personal activities. Typically lasting at least 30 minutes, lunch breaks are often unpaid unless the employee is required to perform work-related tasks during this time. OnTheClock allows businesses to track unpaid and paid breaks to ensure compliance with labor laws.

Manager

A manager is a professional responsible for overseeing the human resources department and ensuring its alignment with organizational goals. This role involves managing key HR functions, such as recruitment, employee relations, training, compliance with labor laws, and benefits administration. In OnTheClock, a user occupying a manager position can add/remove employees, adjust paid time off, create schedules, and adjust employee settings. In OnTheClock, a manager has administrative access to add or remove employees, adjust paid time off (PTO), create schedules, modify employee settings, and review time cards for payroll processing.

Manual time tracking

The process of recording employee work hours, tasks, and activities without the use of automated tools or software. This method typically involves employees manually entering their time on paper time sheets, spreadsheets, or punch cards. Managers or HR personnel then review and process these records for payroll, project costing, or compliance purposes. OnTheClock eliminates the inefficiencies of manual time tracking by automating employee time collection, ensuring accurate payroll processing and compliance.

Master schedule

A comprehensive plan that organizes tasks, resources, and timelines across multiple projects or activities. It typically serves as a centralized framework to coordinate employee shifts, training sessions, and workforce allocation, ensuring alignment with organizational goals. OnTheClock's scheduling feature helps managers create and adjust shifts with ease, providing employees with real-time visibility into their work schedules.

Medicaid

Medicaid is a joint federal and state program that provides health insurance to low-income individuals and families, including children, pregnant women, seniors, and people with disabilities. Established in 1965 under Title XIX of the Social Security Act, Medicaid is funded by both federal and state governments, with states administering their own programs within federal guidelines.

Medicare

Medicare is a federal health insurance program primarily designed for individuals aged 65 and older as well as certain younger individuals with disabilities or specific medical conditions, like end-stage renal disease.

Minimum wage

Minimum wage is the lowest hourly rate that employers are legally required to pay their employees, as established by federal, state, or local laws. In the U.S., as of January 2025, the federal minimum wage is set at $7.25 per hour. The rate is established under the Fair Labor Standards Act (FLSA), though many states and cities mandate higher rates. Employers must comply with the highest applicable rate to ensure fair compensation. OnTheClock helps businesses maintain wage compliance by accurately tracking employee hours and overtime, ensuring adherence to federal, state, and local wage laws.

Minute

A period of time equal to 60 seconds or one-sixteenth of an hour. In OnTheClock, minutes may be rounded based on an employer’s punch rounding policy, which typically adjusts clock-in and clock-out times to the nearest 6- or 15-minute increment. This practice helps standardize payroll calculations and reduce discrepancies in recorded work hours.

Mobile app

A mobile app (or mobile application) is a software application developed specifically for use on small, wireless computing devices, such as smartphones and tablets, rather than desktop or laptop computers. OnTheClock offers a mobile app that enables employees to clock in and out, view schedules, track PTO, and submit time-off requests from anywhere, making time tracking more accessible and convenient.

Monthly billing

A recurring payment structure where organizations or service providers charge clients or process payroll on a monthly basis. This model is commonly used for managing employee salaries, benefits, or HR services, ensuring predictable cash flow and streamlined financial planning.

Monthly retainer

A recurring payment agreement where businesses pay a fixed fee to an external service provider (often human resources) for ongoing support and expertise. This arrangement allows companies to access tailored services, such as policy development, compliance guidance, employee relations, and recruitment, without the need for a full-time in-house HR team.

Mobile time tracking

The use of mobile devices, such as smartphones or tablets, to record and manage employee work hours, attendance, and tasks. This technology allows employees to clock in and out, log hours, and submit time sheets remotely, offering flexibility for on-site, remote, or hybrid work environments. OnTheClock’s mobile time tracking feature ensures employees can accurately log their hours from any location, while GPS tracking provides managers with additional oversight.

Negative total

A situation where a calculated value, such as net payroll, leave balances, or workforce metrics, results in a negative figure. This can occur due to overpayments, incorrect deductions, or errors in data entry. OnTheClock’s payroll and PTO tracking features help prevent negative balances by ensuring accurate calculations and real-time visibility into employee hours and leave.

Net pay

Net pay, often referred to as "take-home pay," is the amount of an employee's earnings remaining after all mandatory and voluntary deductions are subtracted from their gross pay. These deductions typically include taxes (federal, state, and local), Social Security, Medicare, health insurance premiums, retirement contributions, and any wage garnishments. OnTheClock Payroll automatically calculates net pay, deducting the appropriate taxes and contributions, making payroll processing simple and accurate.

Nonbillable hours

The time employees spend on tasks that are not directly chargeable to clients or revenue-generating projects. These activities typically include internal meetings, training sessions, administrative work, employee onboarding, and business development efforts. OnTheClock allows businesses to differentiate between billable and nonbillable hours, ensuring accurate time tracking for payroll and project costing.

Nonexempt employees

Nonexempt employees are workers entitled to overtime pay under the Fair Labor Standards Act (FLSA). They must receive at least the federal minimum wage for all hours worked and are eligible for overtime pay at a rate of 1.5 times their regular hourly rate for hours worked beyond 40 in a workweek. Nonexempt employees are typically paid hourly, though they can also be salaried, provided their compensation meets minimum wage and overtime requirements. OnTheClock helps businesses track nonexempt employees' hours and overtime automatically, ensuring compliance with wage and hour laws.

On-call time

On-call time refers to periods when employees are required to be available to respond to work-related needs outside their regular working hours. Under the Fair Labor Standards Act (FLSA), whether on-call time is compensable depends on the level of restrictions placed on the employee's personal activities. If the employee must remain on the employer's premises or is significantly restricted in their ability to use the time for personal purposes, the time is considered compensable work hours. Conversely, if the employee can freely use his or her time and only needs to be reachable, it is typically not compensable. OnTheClock allows businesses to track on-call hours separately, ensuring accurate compensation and compliance with labor laws.

Online time clock

A web-based tool that allows employees to log their work hours digitally, replacing traditional physical time clocks. Accessible via internet-connected devices, like computers or smartphones, it enables employees to clock in and out, track breaks, and manage attendance remotely. OnTheClock is an online time clock solution that simplifies employee time tracking, ensuring accurate payroll processing and compliance.

Overtime

Hours worked by an employee that exceed the standard 40-hour workweek, as defined by the Fair Labor Standards Act (FLSA). Nonexempt employees must be compensated at a rate of at least 1.5 times their regular hourly pay for these additional hours. Some states may have stricter overtime rules, such as requiring overtime pay for hours worked beyond eight in a single day. OnTheClock automatically calculates overtime based on company policies and state regulations, ensuring employees are properly compensated.

Paid time off (PTO)

This is a workplace benefit that allows employees to take time away from work while still receiving their regular pay. PTO typically consolidates various types of leave, such as vacation days, sick leave, and personal days, into a single bank of hours or days that employees can use at their discretion. OnTheClock’s PTO tracking feature enables businesses to manage leave balances effortlessly across four categories: vacation, holiday, sick, and personal. This function provides employees with a clear view of their available time off and time used, accessible 24/7.

Part-time employee

A part-time employee is an individual who works fewer hours than a full-time employee, typically less than 30-35 hours per week, depending on the employer's definition. The Fair Labor Standards Act (FLSA) does not provide a specific definition for part-time employment, leaving it to employers to establish their own criteria. OnTheClock helps track part-time employees' hours accurately, ensuring compliance with payroll and labor laws.

Partial pay

Compensating an employee for a portion of his or her regular pay, typically when the individual has not worked a full pay period. This can occur in scenarios, such as starting or leaving a job mid-pay period, taking unpaid leave, or working reduced hours.

Payroll

The process of managing employee compensation within an organization. It involves calculating and distributing wages, salaries, bonuses, and deductions, such as taxes and benefits, to employees for a specific pay period. Payroll also includes maintaining accurate records of employee earnings, deductions, and compliance with legal and tax regulations. OnTheClock Payroll simplifies payroll processing by integrating time tracking with automated wage calculations and tax deductions.

Payroll audit report

A detailed documentation process used to track and verify payroll-related transactions and ensure compliance with organizational policies and legal regulations. It serves as a systematic record of payroll activities, including employee compensation, tax withholdings, benefits deductions, and adjustments. The term is often identified by the acronym PAR.

Payroll cycle

The recurring period during which an organization calculates and distributes employee compensation. It defines the frequency at which employees are paid, such as weekly, biweekly, semi-monthly, or monthly. OnTheClock Payroll allows businesses to customize their payroll cycle to align with their preferred pay schedule.

Pay period

A pay period is the recurring timeframe during which an employee's work hours, earnings, and deductions are recorded to calculate their compensation. It determines how often employees are paid, with common schedules including weekly, biweekly, semi-monthly, and monthly. The pay period ends before the actual payday, allowing time for payroll processing. OnTheClock automatically tracks work hours and calculates payroll based on the company’s selected pay period.

Pay stub

Also known as a paycheck stub or payslip, a pay stub is a document provided by employers to employees that details their earnings for a specific pay period. It includes key information, such as gross pay, deductions (e.g., taxes, insurance, retirement contributions), and net pay (take-home pay). OnTheClock Payroll generates digital pay stubs, ensuring transparency and easy access for employees.

Percentage deductions

Percentage deductions refer to amounts withheld from an employee's gross pay based on a fixed percentage rate. These deductions are commonly applied to mandatory contributions, like Social Security, Medicare, and unemployment insurance, as well as voluntary benefits, such as retirement plans or health insurance.

Period of initial eligibility

A 31-day window during which newly eligible employees or dependents can enroll in specific benefit plans without needing to meet additional requirements, such as providing proof of insurability. This term commonly is identified using the acronym PIE.

Permanent resident

An individual who has been granted the legal right to live and work indefinitely in a country without being a citizen. In the context of HR, a permanent resident is typically eligible for employment without requiring additional work authorization, such as a visa.

Pomodoro timer

A time management tool designed to break work into focused intervals, typically 25 minutes long, separated by short breaks. This method, known as the Pomodoro technique, helps improve productivity and maintain focus by encouraging users to work in structured bursts while avoiding burnout.

Productivity tracking

The process of monitoring and measuring employee performance, output, and efficiency to assess how effectively tasks and goals are being achieved. It involves using tools, software, or methods to collect data on work progress, time management, and task completion, often with the aim of improving individual and team productivity. OnTheClock provides real-time productivity tracking, helping businesses optimize efficiency and manage workforce performance.

Project-based rate

A fixed payment structure where compensation is determined based on the completion of a specific project rather than hourly or salaried work. This rate is typically agreed upon before the project begins and is often used for freelance, contract, or temporary workers.

Project budget

A financial plan that outlines the estimated costs required to complete a specific project. It includes all expenses related to labor, materials, equipment, and other resources necessary to achieve the project’s objectives within a defined timeline.

Project manager time reports Detailed records that track the time a project manager spends on various tasks and responsibilities throughout a project’s life cycle. These reports typically include time allocated to planning, team coordination, progress monitoring, stakeholder communication, and other project-related activities.
Project profitability refers to the financial performance of a project, measured by comparing its revenue or benefits to the costs incurred during its execution. It indicates whether a project generates a profit, breaks even, or results in a loss. OnTheClock’s project tracking features allow managers to monitor time spent on tasks, improving accountability and efficiency.

Project tracking

Project tracking is the process of monitoring and managing the progress of a project to ensure it stays on schedule, within budget, and aligned with its objectives. It involves regularly reviewing tasks, timelines, resources, and deliverables to identify potential issues and make necessary adjustments. OnTheClock’s project tracking tools allow businesses to monitor time spent on specific projects, ensuring accurate billing and profitability assessments.

Punch clock

A time tracking device used by employees to record their work hours by "punching in" at the start of a shift and "punching out" at the end. Traditionally, punch clocks used physical timecards to stamp the exact time of entry and exit, but modern systems often rely on digital or biometric technology. OnTheClock’s digital punch clock eliminates the need for manual timecards, providing a seamless and accurate time tracking solution.

Quarterly payroll reports

Documents that summarize an organization’s payroll activities over a three-month period, including employee wages, tax withholdings, and employer tax contributions. These reports are typically required by government agencies to ensure compliance with tax regulations and labor laws. Using payroll software, like OnTheClock Payroll, simplifies quarterly payroll reporting by automatically tracking wages, deductions, and tax liabilities.

Real-time time tracking

The process of monitoring and recording employee work hours as they occur using digital tools or software. This method provides immediate updates on when employees start, pause, or complete tasks, offering accurate and up-to-date insights into workforce activity. OnTheClock’s real-time time tracking feature ensures accurate payroll processing by capturing employee hours as they happen, eliminating guesswork and manual adjustments.

Reasonable basis

A standard of judgment used in HR and legal contexts to determine whether a decision, action, or belief is supported by sufficient evidence or rationale. It implies that the decision or action is logical, fair, and justifiable based on the available facts and circumstances.

Recurring tasks

Tasks or activities that repeat at regular intervals, such as daily, weekly, monthly, or annually, and are essential for maintaining consistent workflows and operations.

Remuneration

The total compensation an employee receives in exchange for his or her work or services. It includes both monetary payments, such as wages, salaries, bonuses, and commissions, as well as non-monetary benefits, like health insurance, retirement contributions, and other perks.

Retroactive pay

Compensation owed to an employee for work performed in a previous pay period that was not correctly paid at the time. This adjustment is typically made to address errors, such as underpayment, missed raises, or incorrect overtime calculations.

Rounding of time

The practice of adjusting employee clock-in and -out times to the nearest predetermined increment, such as five, 10, or 15 minutes, for payroll and timekeeping purposes. This practice is commonly used to simplify payroll calculations and align time records with company policies. OnTheClock allows employers to set customized 6- and 15-minute rounding rules to maintain fair and consistent payroll calculations.

S-curve

A graphical representation that illustrates the progression of a project, product, or business over time, following a distinct pattern of slow initial growth, rapid acceleration, and eventual leveling off. As an employee, understanding S-curves can provide valuable insight into project performance, helping to track costs, work hours, and overall progress. Project managers often rely on S-curves to monitor trends, make data-driven decisions, and ensure that resources are allocated efficiently. By analyzing these trends, employees can anticipate challenges, optimize workflows, and contribute to the long-term success of a project or organization.

Salary

A fixed, regular payment made by an employer to an employee, typically expressed as an annual amount and paid in equal installments (e.g., monthly or biweekly). Unlike hourly wages, a salary does not vary based on the number of hours worked but is instead tied to the employee’s role, responsibilities, and employment agreement.

Schedule risk

The potential for delays or disruptions in a project’s timeline, which can prevent the project from being completed on time. This risk arises from factors such as inaccurate time estimates, resource shortages, unexpected obstacles, or dependencies on external parties.

Scheduling

Scheduling refers to the process of organizing and assigning work shifts, tasks, or projects to employees based on factors, such as availability, skills, and business needs. It ensures the right number of employees are available at the right time to meet operational demands while balancing employee preferences and compliance with labor laws. OnTheClock’s scheduling feature helps businesses manage shifts efficiently, ensuring employees are scheduled correctly while maintaining compliance with labor laws.

Scheduling

Second

The fundamental unit of time, serving as the base measurement for tracking duration, productivity, and efficiency. While often overlooked in daily work, seconds accumulate into minutes and hours, making every moment critical in accurate timekeeping. For employees, time tracking systems measure work activity down to the second, ensuring precise payroll calculations, project billing, and productivity assessments. Whether tracking time spent on tasks or analyzing workflow efficiency, understanding how seconds contribute to the bigger picture helps employees optimize their schedules and maintain accountability. OnTheClock tracks employee work time down to the second, ensuring precise payroll calculations, project billing, and productivity assessments.

Self-employment tax

A federal tax that self-employed individuals, such as freelancers and independent contractors, must pay to cover Social Security and Medicare contributions.

Severance pay

Severance pay is financial compensation provided by employers to employees upon involuntary termination, such as layoffs, downsizing, or job elimination. It’s designed to support employees during their transition to new employment and may include a lump sum or periodic payments. The amount is typically based on factors like the employee's tenure, position, and company policies.

Shift

A shift refers to a designated work schedule outside the traditional 9-to-5 office hours, often used to ensure continuous operations in industries like health care, manufacturing, and retail. Shifts can include day, evening, night, or rotating schedules and may also involve split or on-call arrangements.

Shift differential

A shift differential is additional compensation provided to employees who work nonstandard hours, such as evenings, nights, weekends, or holidays. This pay incentive is designed to attract and retain workers for less desirable shifts and ensure adequate staffing during critical periods.

Shift swapping

Shift swapping is the process where employees voluntarily exchange their scheduled work shifts with one another, typically with managerial approval. This practice allows employees to accommodate personal commitments, emergencies, or preferences while ensuring that workplace staffing needs are met. OnTheClock streamlines shift swapping by allowing employees to request changes and managers to approve them within the platform.

Sick leave

Sick leave refers to the authorized time off from work that employees can take to address personal health issues or care for an ill family member. It is typically a paid benefit, allowing employees to recover without losing income or job security. Sick leave policies vary by organization and jurisdiction, often specifying the number of days allowed, documentation requirements, and eligible uses, such as medical appointments or mental health needs.

Social Security Disability Insurance (SSDI)

A federal program that provides monthly financial benefits to individuals who are unable to work due to a medically determinable physical or mental disability. To qualify, individuals must have worked and paid Social Security taxes for a sufficient period, meeting the program's "insured status" requirements. SSDI benefits are only available for long-term or permanent disabilities expected to last at least one year or result in death.

Social Security number

A unique nine-digit identifier issued by the Social Security Administration (SSA) to U.S. citizens, permanent residents, and certain temporary residents. It serves as a critical tool for tracking an individual’s earnings, determining eligibility for Social Security benefits, and ensuring accurate tax reporting.

Split shift

A work schedule where an employee's workday is divided into two or more distinct periods, separated by unpaid breaks or non-working time. Unlike a standard workday, the total hours worked in a split shift remain the same but are spread across different parts of the day.

Spreadsheet

A digital tool used to organize, analyze, and store data in a tabular format, consisting of rows and columns. Spreadsheets are commonly utilized for managing employee data, tracking attendance, calculating payroll, and monitoring performance metrics. While spreadsheets can be useful, OnTheClock provides a more efficient alternative by automating time tracking and payroll calculations, reducing manual data entry and errors.

Tardiness

An employee's failure to arrive at his or her designated workplace or start a scheduled shift on time. It can be occasional or habitual and is often caused by factors, such as traffic, personal obligations, or workplace disengagement. While occasional tardiness may be excusable, chronic lateness can disrupt workflows, lower team morale, and negatively impact productivity. OnTheClock helps track employee punctuality by logging clock-in times, allowing managers to address tardiness effectively.

Task-based rate

A compensation model where employees are paid based on the completion of specific tasks rather than the time spent working. This approach is commonly used in roles where tasks can be clearly defined and measured, such as freelance work, manufacturing, or project-based assignments.

Task list

A structured compilation of activities or responsibilities assigned to employees or teams, often organized by priority and deadlines. It serves as a tool to streamline workflows, enhance productivity, and ensure accountability by clearly outlining what needs to be accomplished and when.

Task management

The process of organizing, assigning, and monitoring tasks related to human resources functions, such as recruitment, onboarding, payroll, and employee performance management. It involves using tools and strategies to ensure tasks are completed efficiently, on time, and in alignment with organizational goals.

Task tracking

The process of monitoring and managing tasks throughout their life cycles, from assignment to completion. It involves documenting progress, setting deadlines, assigning responsibilities, and ensuring tasks are completed efficiently and on time. OnTheClock allows businesses to track time spent on specific tasks, improving accountability and project management.

Taxable

Any income, benefits, or compensation provided to employees that are subject to taxation under federal, state, or local laws. This includes wages, bonuses, commissions, and certain noncash benefits, like gift cards or personal use of company vehicles. Employers are responsible for withholding applicable taxes, such as income tax, Social Security, and Medicare, from taxable earnings and reporting them to tax authorities.

Tax bracket

A range of income levels that determines the rate at which an individual’s earnings are taxed. Tax brackets are essential for calculating employee payroll deductions, as higher income levels are subject to progressively higher tax rates under a graduated tax system.

Team member-based rate

A compensation model where pay is determined by the roles, responsibilities, or contributions of individual team members within a group or project. This approach ensures employees are compensated based on their specific skills, experience, or the value they bring to the team, rather than a uniform rate for all members.

Team time reports

Team time reports are structured records that track and document the hours worked by employees within a team over a specific period. These reports provide insights into how time is allocated across tasks, projects, or shifts, helping companies monitor productivity, ensure compliance with labor laws, and manage payroll accurately. OnTheClock generates team time reports, making payroll processing and labor analysis seamless.

Time

The fundamental measure of work, productivity, and efficiency in the workplace. For employees, it dictates schedules, deadlines, and payroll calculations, making accurate tracking essential. In project management, time is a key resource, influencing planning, execution, and overall success. Whether monitoring hours worked, tracking task durations, or analyzing efficiency, effective time management helps employees stay organized, meet goals, and maintain a healthy work-life balance. From clocking in and out to optimizing workflow, understanding and managing time is crucial for both individual performance and business operations.

Time clock

A device or system used to track and record the working hours of employees. It ensures accurate documentation of when employees start and end their shifts, breaks, and overtime, providing essential data for payroll processing and compliance with labor laws. OnTheClock’s digital time clock eliminates manual errors and simplifies attendance tracking.

Time clock calculator

A digital tool used to calculate the total hours worked by employees based on their clock-in and -out times. It simplifies payroll processing by automatically summing up regular hours, overtime, and breaks, ensuring accurate compensation and compliance with labor laws.

Time frame

A time frame in HR refers to a specific period during which tasks, goals, or processes must be completed. It is used to set deadlines for activities, such as recruitment, performance evaluations, training programs, or project milestones, ensuring that objectives are achieved within a defined schedule.

Time fraud

Time fraud refers to the act of employees intentionally misrepresenting their working hours to receive pay for time not actually worked. This can include practices, such as clocking in or out for a coworker (buddy punching), falsifying time records, or taking extended breaks without proper reporting. OnTheClock helps prevent time fraud with GPS tracking, biometric verification, and real-time monitoring.

Time log

A time log is a detailed record of the hours an employee works, including start and end times, breaks, and overtime. It serves as a tool for tracking attendance, calculating payroll, and ensuring compliance with labor laws and company policies. OnTheClock automatically logs employee hours, ensuring accurate and reliable records.

Time management

The process of organizing and prioritizing tasks, schedules, and resources to ensure efficient use of time within the workplace. It involves strategies and tools to help employees and teams meet deadlines, improve productivity, and balance workloads effectively.

Time management skills

The abilities required to effectively oversee and coordinate people, processes, and resources within an organization. These skills include leadership, communication, decision-making, problem-solving, and the ability to delegate tasks.

Time sheet

A tool used to record and track the hours an employee works over a specific period, including regular hours, overtime, and breaks. It serves as a critical document for payroll processing, ensuring employees are compensated accurately and in compliance with labor laws. OnTheClock’s digital time sheets help simplify payroll, reducing errors and saving time.

Time theft

Time theft refers to the act of employees misusing work hours for non-work-related activities, resulting in lost productivity and financial costs to the employer. Common examples include excessive personal phone use, browsing social media, taking extended breaks, or falsifying time records, such as buddy punching (clocking in or out for a coworker). OnTheClock combats time theft with accurate tracking and automated reports.

Time tracker

A tool or software used to monitor and record the hours employees work, including start and end times, breaks, and overtime. It helps HR and management ensure accurate payroll processing, compliance with labor laws, and efficient workforce management. OnTheClock is a digital time tracker designed to make workforce management simpler, easier, and more efficient.

Time tracking

The process of monitoring and recording the hours employees work, including regular hours, overtime, and breaks. OnTheClock provides an easy-to-use time tracking solution that ensures accurate payroll and compliance.

Time tracking tags

Labels or categories used within time tracking systems to organize and classify recorded work hours based on specific tasks, projects, clients, or activities. These tags help managers gain detailed insights into how employees allocate their time, enabling better resource planning, cost analysis, and productivity tracking. OnTheClock allows businesses to tag hours for precise job costing and reporting.

Time zone

A geographic region where the same standard time is observed, based on the Earth's division into 24 longitudinal sections. Time zones are critical for managing a distributed workforce, scheduling meetings, coordinating tasks, and ensuring accurate payroll processing across different regions.

Timeboxing

A time management technique where a fixed, limited period is allocated to complete a specific task or activity. Timeboxing is often used to structure workflows, prioritize tasks, and ensure deadlines are met during activities, such as recruitment, training, or project management.

Timecard

A document or digital tool used to record the hours an employee works during a specific period, including start and end times, breaks, and overtime. It serves as a critical component for payroll processing, ensuring employees are compensated accurately and in compliance with labor laws.

Timekeeping

Timekeeping refers to the process of tracking and recording the hours employees work, including start and end times, breaks, and overtime.

Timeline

A visual representation or structured schedule that outlines key events, tasks, or milestones within a specific period. It is commonly used to plan and track activities, such as recruitment processes, onboarding schedules, training programs, or project deadlines.

Time sheet reminders

Notifications or prompts sent to employees to ensure they complete and submit their time sheets on time. These reminders are typically used to maintain accurate records of work hours.

Time sheet template

A predesigned document or digital tool used to record and track employee work hours. It provides a standardized format for employees to log their time, ensuring consistency and accuracy in payroll processing.

To-do list

A structured checklist of tasks or activities that need to be completed within a specific timeframe. It is used to organize and prioritize responsibilities.

Transaction status

The current state or progress of a specific process or action within a system, such as payroll processing, benefits enrollment, or employee data updates. It indicates whether the transaction is pending, completed, approved, rejected, or requires further action.

Triple overtime

Triple overtime refers to a pay rate where employees are compensated at three times their regular hourly wage for specific hours worked under extraordinary circumstances. This rate is typically applied during special situations, such as working on major holidays, emergency shifts, or under extreme conditions, depending on company policies or labor agreements.

Unemployment

The state in which individuals who are capable of working and actively seeking employment are unable to find a job.

Universal time

A time standard based on the Earth's rotation, used as the primary reference for timekeeping worldwide. It is calculated from the mean solar time at the Prime Meridian (0° longitude) in Greenwich, England. Universal time serves as the foundation for coordinated universal time (UTC), which is used in global time synchronization.

Upper management time reports

Upper management time reports are high-level summaries designed to provide executives with an overview of project timelines, progress, and strategic alignment. These reports focus on key milestones, resource allocation, and overall performance metrics rather than granular details. Their purpose is to inform decision-making, track progress toward organizational goals, and identify areas requiring strategic adjustments. OnTheClock’s reporting features help management analyze workforce productivity and optimize labor strategies.

Vacation tracking

The systematic process of recording, monitoring, and managing employee time off, including vacation days, sick leave, and other types of paid or unpaid leave. This practice ensures accurate leave balances, compliance with company policies, and adherence to labor laws. OnTheClock’s vacation tracker simplifies this process by automatically calculating leave balances and providing an easy-to-use PTO calendar.

Variable schedule

A work arrangement where an employee's hours and days of work change based on business needs, employee availability, or other factors. Unlike fixed schedules, variable schedules allow flexibility in start and end times, as well as the number of hours worked each day or week.

Wage

Monetary compensation paid to employees by employers in exchange for their labor or services. Typically calculated on an hourly, daily, or weekly basis, wages are often associated with nonexempt employees who are eligible for overtime pay.

Work log

A recordkeeping tool used to document an employee's daily tasks, hours worked, and progress on assigned responsibilities. It serves as a detailed account of work activities, helping employees track their productivity and providing employers with insights into time management and project progress.

Work schedule

A predefined plan that outlines the days, hours, and shifts an employee is expected to work within a specific period, such as a week or month. It serves as a framework for managing employee availability, ensuring adequate staffing, and aligning workforce operations with business needs. OnTheClock’s scheduling feature allows businesses to create, edit, and share employee schedules effortlessly.

Work timer

A tool, either physical or digital, used to track the time employees spend on specific tasks or activities during their workday. Work timers can be manual, such as stopwatches, or automated through time tracking software that records time logs and generates reports. OnTheClock’s built-in work timer provides accurate time tracking for payroll and productivity analysis.

Workforce management

The strategic process of optimizing an organization’s workforce to meet business goals efficiently. It involves activities, such as employee scheduling, time tracking, attendance management, forecasting labor needs, and ensuring compliance with labor laws. OnTheClock streamlines workforce management by automating time tracking, scheduling, and payroll processes.

Workweek

A fixed, recurring period of seven consecutive 24-hour days (168 hours) used to track employee work hours for payroll and compliance purposes. Under the Fair Labor Standards Act (FLSA), employers can designate the start and end of the workweek on any day and time, regardless of the calendar week.

Year

A 12-month period used as a standard unit of time measurement. In business, it can refer to either a calendar year (January 1 to December 31) or a fiscal year, which is a 12-month period defined by an organization for financial and operational purposes.

Year-to-date

The period starting from the beginning of the current calendar year or fiscal year up to the present date. It is commonly used in payroll and financial reporting to track cumulative data such as earnings, taxes, deductions, or performance metrics over this timeframe. OnTheClock’s payroll reporting tools provide accurate YTD calculations for seamless financial tracking.

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App Store