Manager Permissions: Managing Team Time Cards in the Employee Portal
In this article:
- Managing Team Time Cards
- View Team Time Cards
- Nudge, Approve and Reject Time Cards
- Edit Employee Time Cards
- Editing an Overnight Shift
Background
If you have been designated as a “Manager” by the payroll admin, you may have access to approve time cards of team members you manage in your employee portal. Be sure you are registered to access your Employee Portal. At this time, managing team time cards can only be done in the employee portal, not the employee My Patriot app.
⚠️ Please handle personal identifiable information (PII) with caution, and consult your company’s HR department’s policies. Also, check out the US Department of Labor for guidance.
Manage Team Time Cards
Managers with permissions will see a “My Team” section in the left menu in their employee portal. The links that appear in this section will depend on the permissions set by your account administrator.
Based on the permissions granted by the payroll admin, you may have the ability to do one or more of the following:
- View time cards
- Approve and reject time cards (and nudge employees)
- Edit time cards
View Team Time Cards
- In your employee portal, go to MY team > Employee Time Cards
- You will see your direct and indirect reports (if applicable) in the employee list and a summary of total hours.
- Click an employee’s name to view the time card details
- Time Entries: In/Out time punches for hourly or time punch employees or hours recorded for salary manual entry employees.
- Geotagging: A pin will display if a time punch was captured with location data.
- A Geotagged time punch map will display below the time card.
- Click a pin to highlight the location on the map to get precision and accuracy for the location.
- If geotagged time punch entry is modified by managers or payroll admins, the pin will change color to signify an edit has been made.
- Employee notes: Employees can leave daily notes or a time card note. You can also leave a note as a record of response that you and the employee will see, but the employee won’t receive a notification.
Approve, Reject or Nudge Time Cards as a Manager
💡 Nudging, approving and rejecting time cards are permission-based. The payroll admin sets permissions for the managers.
You can bulk approve/reject/nudge and view daily or time card notes on the Team Time Card overview page.
- Select the checkbox next to the employee’s name to quickly approve or reject the time card.
- Approving accepts the time card and locks it down so the employee cannot make any more edits
- Rejecting the time card will notify the employee via email. You can also add additional comments when rejecting the time card.
- Nudging emails the employee to submit and approve their time card.
Edit Employee Time Cards as a Manager
💡 Editing time cards for direct reports are permission based. The payroll admin sets permissions for managers.
- Click the employee’s name to open their time card.
- To edit hours, click on the daily hours field.
- If the employee has multiple pay rates, select the correct rate from the dropdown before adjusting hours.
- Click “Save Time Card” to save your changes.
Editing an Overnight Shift
(in beta for select customers)
When adding employee time manually if your employee has worked an overnight shift you will see a module confirming an overnight shift.
If the entry is correct, click “Yes” to confirm the overnight shift. The system will automatically split the shift at 12:00 AM, creating 2 time entries:
- Day 1: 6:15 PM – 12:00 AM
- Day 2: 12:00 AM – 9:30 AM
Correcting a Mistake: If you accidentally entered the wrong Out Time (e.g., AM instead of PM), click “No” when asked if it’s an overnight shift. A validation message will appear, prompting you to correct the Out Time before saving.
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