Payroll Help

Your Payroll Software questions answered here

Adding Non-Worked Hours to Time Cards

In this article:

This article explains which hour types appear on employee time cards by default in Patriot’s Time & Attendance software, and how to add or remove non-worked hour types such as vacation, sick time, and holiday pay.

Definitions:

  • Time card: The record in Patriot Time & Attendance where an employee’s daily hours are tracked during a pay period. Time card data flows into payroll when you run payroll.
  • Non-worked hours: Hours that appear on an employee’s paycheck but were not spent actively working — for example, vacation, sick days, PTO, and holidays. Also called “time off hours.”
  • Hour type: A category used to classify how an employee’s hours should be tracked and paid (for example, Regular, Overtime, Vacation, Sick, Holiday). Each hour type can be configured to appear or not appear on employee time cards.
  • FLSA: The Fair Labor Standards Act — the federal law that governs overtime and minimum wage. Patriot calculates overtime based on FLSA rules by default.

WHAT HOURS ARE AUTOMATICALLY INCLUDED ON TIME CARDS?

Two hour types appear on employee time cards by default:

  • Regular hours — Automatically included. If an employee has one job role, a single regular hours entry field appears on their time card. If an employee has multiple roles, a dropdown appears so the employee can select the correct role when entering time.
NOTE: Do not create custom hour types to track regular worked hours for employees with multiple roles. Use the multiple roles feature instead. See the “Multiple Pay Rates for Hourly Employees” help video for more information.
  • Overtime hours — Automatically included. Overtime and double-overtime hours are tracked automatically based on FLSA rules. If you need to comply with local, state, or company-specific overtime rules, you can configure custom overtime rules. See “Setting Up Overtime Rules” for more information.

HOW TO ADD NON-WORKED HOURS TO TIME CARDS

Time off hours such as Holiday, Sick, and Vacation are NOT automatically included on employee time cards. Patriot provides these as default hour types, but you must enable each one to make it appear on time cards. You can also create your own custom hour types.

To add a non-worked hour type to time cards:

  1. Go to Payroll > Settings > Payroll Settings > Hours & Money Types.
  2. Click Edit next to the hour type you want to add (for example, Vacation or Sick).
  3. Check the box labeled Include On Time Card. Once checked, this hour type will appear in the “Other Hours” section of employee time cards.
  4. Make sure the Active box is checked. If an hour type is inactive — even if “Include On Time Card” is checked — it will not appear on time cards.
  5. Optional: Check the box labeled Track Time Off if you want to assign a specific balance of allowed hours to employees for this hour type (for example, a vacation accrual balance or a fixed annual PTO allowance). See “Tracking Employee Time Off Hours” for more information.
  6. Click Save.

Repeat these steps for each hour type you want to show on employee time cards.

HOW TO REMOVE NON-WORKED HOURS FROM TIME CARDS

To remove a non-worked hour type from employee time cards:

  1. Go to Payroll > Settings > Payroll Settings > Hours & Money Types.
  2. Click Edit next to the hour type you want to remove.
  3. Uncheck the box labeled Include On Time Card.
  4. Optional: Uncheck the Active box to fully deactivate the hour type so it no longer appears anywhere in the system.
  5. Click Save.

Your feedback will not receive a reply. If you have a specific issue, please reach out to our support team here.