Editing or Rejecting Time Cards for Salary Employees

Salary employee time can be recorded in one of two ways:

Entered by the employer or
Entered by the employee through their employee portal account – see Salary Employees: Entering My Time Worked

If you will be entering time for hourly employees, see Editing Time Cards for Hourly Employees.

Note: You can only edit unpaid time cards. Time cards that have already been paid can no longer be edited.

To enter or edit time for a salaried employee:

The time card is an optional feature for salary employees. Any hours entered in time cards of salary employees will not be used to calculate gross pay. These hours are simply informational numbers for record-keeping purposes.

1. Go to Payroll > Time and Attendance Tasks > Manage Time Cards. By default, a list of employee time cards will display for the current pay period alphabetically. Search for a specific employee in the search bar. To edit a different pay period, choose the dates from the dropdown menu and click Run Report.

2. Click the employee name to view and make changes to the time card. Each day is shown in columns, and the hour types are shown in rows.

If the employee is paid weekly, the time card will show a grid for one week.
If the employee is paid biweekly, the time card will show a grid for two weeks.
If the employee is paid semi-monthly or monthly, the time card will show all days included in the pay period. Any days of the week outside the pay period will be shown in gray.

3. Enter the number of total hours worked per day.

4. To add non-worked hours such as vacation or holiday, click “Other Hours.” New rows will appear on the time card. Enter the total daily non-worked hours in the corresponding row. See Adding Non-Worked Hours to Time Cards for set-up instructions.

5. Add any comments, if needed. There is a space at the bottom of the time card to add employer comments about this pay period. Employees using the employee portal can also add their own comments. Note that your comments will be visible to employees.

6. Check the “Approve” box when you’re finished entering time for the pay period. The time card will be automatically saved. It is not necessary for the employee to approve their own time card.

7. Click Save to save your changes without approving the time card.

8. Once you approve the time cards, you are ready to Send Time to Payroll.

Nudge Employees

If an employee has not completed or approved their time cards, you can “nudge” them to complete their timecard on the employee timecard or the Manage Time Card Page.

Payroll > Time and Attendance Tasks > Manage Time Cards. Select the employee name if you want to view the individual timecards.

To nudge the employee, under the “Approval” section. Select the envelope icon.
a popup will appear with the default message.
Click in the box to customize the message.
Click “Send Nudge.”
An email will be sent to the employee.

Send nudge with a message to an employee saying: "Friendly reminder, we have not received your completed time card. At your earliest convenience, please add hours for 6/6/2021 - 6/19/2021 biweekly. Upon completion, click "Employee Approve" and "Save" to submit. Thank you! - Boston Tea Co"

Rejecting Time Cards

You can reject time cards for employees on the employee time card, or on the Manage Time Card Page.

Payroll > Time and Attendance Tasks > Manage Time Cards. Select the employee name if you want to view the individual timecard.

To reject the employee time card, under the “Approval” section. Select the X to reject the time card.
A pop-up will appear with the default rejection message.
Click in the box to customize the message for your employee.
Click the “Reject Time Card” button.
An email will be sent to the employee.