Payroll Approval Process for Basic Edition

Virtual TimeClock Knowledge Base

Payroll Approval – Basic Edition

This article explains the process to review and approve timecards for payroll in Virtual TimeClock Basic edition. See this article to approve payroll in the Pro or Network edition.

Approving timecard hours for payroll in Virtual TimeClock Basic follows 3 simple steps:

1. Review Timecards
At the end of the payroll period, it's important for an administrator review employee timecards for accuracy and make any necessary modifications. You may also want to have your employees review and approve their hours by printing and signing their timecard.

To perform an Administrative review of employee hours for the payroll period:

  1. Select Turn Administration On from the File menu.
  2. Choose Timecard in the toolbar of the TimeClock Administration window.
Selecting all employee timecards for review
  1. Review the hours on each timecard for accuracy. You can make any modifications or corrections to a timecard using the Entry Editor button in toolbar at the top of the timecard report.
Save or print employee timecards

2. Print Timecards
Once all timecard hours have been approved, you can save a copy of employee timecards for payroll by choosing Save or Print from the toolbar at the top of the timecard report.

3. Closing the Payroll Period
The final step in the process is closing the payroll period. Closing the payroll period performs two very important functions:

(1)  All timecards hours for the current period are written to the database as a permanent, unalterable record.
(2) Virtual TimeClock automatically advances the Current Period dates to your next pay cycle.

Click the Close Period button in the toolbar of the TimeClock Administration window:

Virtual TimeClock Basic Close Period
Once a payroll period is closed, the hours in that period cannot be edited without Reopening the Payroll Period.

Tip: If you’ve neglected closing periods, it’s easy to close multiple periods all at once. Simply update your payroll settings to reflect your current payroll period. Virtual TimeClock  will automatically total and close all periods up to the new Current Period start date.