Correcting Employee Timesheets

By Jeffery Morrow
Redcort Software

The primary function of time clock software is similar to that of a traditional employee punch clock. It provides an easy, accountable way for workers to record when they start work, stop work, change activity, or print their timecard. Time clock software makes an ideal punch clock replacement because employee time cards are always instantly available with up-to-the-minute hours and overtime totals. This means timesheet modifications are easy to make and hours worked can be re-totaled at any time so accurate timecards can be sent for payroll processing.

Here are some common scenarios that require the modification of timecard entries and the most efficient way to make those changes so timesheets are always an accurate reflection of time worked. It's easy for Virtual TimeClock software users with the appropriate security access to make changes to timesheets when employees create late time clock punches, miss their breaks and lunches, or didn't have time clock access.

Late time clock punches.

Sometimes, employees forget to clock in when they start work for the day. This is especially common when your time and attendance software is new and workers aren't used to going to a central location to record their time worked. Creating a personal time clock at each employee workstation can certainly help with this. Usually, workers clock in once they realize they forgot, but now the work start time needs to be updated to reflect the time the employee actually started. Workers can add a timecard entry note or use the built-in messaging module to let their manager know the reason for the late clock in and their actual start time. If the original clock in entry is still available from the main time clock window, then their manager simply has to select the entry and choose Modify Selected Entry from the Actions menu. If the entry is no longer available from the main time clock window, then the manager will need to choose Modify Or Delete Entries from the Actions menu. Select the worker name and date of the entry, and click OK to display a list of entries that meet the selection criteria. Find the entry you want to modify and click Modify Entry from the toolbar.

Likewise, sometimes employees forget to clock out at the end of the day. This makes it impossible to clock back in the next morning until their status has been updated. When the original clock in entry is still visible in the main time clock window, then their manager can simply select the entry and choose Modify Selected Entry from the Actions menu. If the entry is no longer available from the main time clock window, then the manager will need to choose Modify Or Delete Entries from the Actions menu. Select the worker name and date of the entry, and click OK to display a list of entries that meet the selection criteria. Find the entry you want to modify and click Modify Entry from the toolbar. In order to maintain the integrity of your time and attendance software, all modified entries print an 'M' in the right most column of the timecard report

Missed worker breaks & lunches.

Virtual TimeClock makes it easy to track time and attendance for worker breaks and lunches. Worker breaks and lunches can be setup to meet the needs of your business or organization by designating the break as paid, unpaid, or limited. A limited paid break means the worker is only paid until a maximum time threshold is reached. Taking breaks automatically records a stop time for the current activity and a start time for the break. Returning from breaks automatically records a stop time for the break and a start time for the new activity. The same is true for the worker lunch functionality. Workers may occasionally forget to clock out for breaks and lunches.

If the original clock in entry is still available from the main time clock window, then their manager simply has to select the entry and choose Insert Paid Break Entry or Insert Lunch Entry from the Actions menu. If the entry is no longer available from the main time clock window, then the manager will need to choose Modify Or Delete Entries from the Actions menu. Select the worker name and date of the entry, and click OK to display a list of entries that meet the selection criteria. Find the entry you want to modify and click Insert Paid Break or Insert Lunch from the toolbar. The stop date and time for the inserted break cannot be later than the current time. Virtual TimeClock will automatically create new entries for the missed break or lunch and flag the entries on the timecard report as being modified or added manually.

No time clock access.

Most workers clock in and out from the main time clock window because this assures that every timecard entry is recorded accurately and impartially. Occasionally, workers will need to have timecard entries recorded manually. Managers may need to give a worker credit for time worked off-site or away from regular time clock access. This could be for activities like jury duty, travel time, and off-site training. Since it would be inappropriate for workers to select and use these types of activities when clocking in and out, they are not displayed in the activity drop-down lists in the main time clock window and are only available to a Virtual TimeClock user with the appropriate security access when adding manual entries.

From the main time clock window, select Add Manual Entry from the Actions menu. Select a worker, the activity, the start date and time, and the stop date and time. Add a note if needed and save the entry. After adding manual timecard entries, the Entry Editor window displays the newly added entries for review. For reporting purposes, manual entries are reported and displayed with other entries for the date range selected. Any activities that were added manually will have an 'A' in the far right column of the timecard report to indicate they were added manually.

Correcting employee timesheets doesn't have to delay your payroll processing with Virtual TimeClock '10.

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