Payroll Approval Process - Basic Edition

Payroll Approval Process - Basic Edition

This article will help you understand how the payroll approval process works in Virtual TimeClock Basic Edition. Payroll approval follows several simple steps: reviewing timecards at the end of the period, making any necessary timecard adjustments, and closing the payroll period. If you are using the Pro or Network editions of Virtual TimeClock, review the Pro & Network Payroll Approval Process article. 

Note: For more information about how payroll periods work in Virtual TimeClock, see the Overview of Payroll Periods article.

1. Reviewing Timecards

At the end of the payroll period, it's important to review employee timecards for accuracy and make any needed adjustments. To review employee timecards, follow these steps:

  1. Select Turn Administration On from the File menu.
  2. Right-click on each employee's name and choose Timecard.
Selecting an Employee Timecard 
  1. Review the hours on each timecard for accuracy.

Note: To edit an entry from a timecard report, choose Entry Editor from the toolbar and select the entry to edit.‚Äč

  1. If you need a copy of employee timecards for payroll, you can Save or Print from the toolbar at the top of the report.

2. Closing the Payroll Period
By default, only time clock administrators can close the payroll period, but managers can also be given the ability to close the period in the Manager tab of the Security settings. To close the period after employee hours have been reviewed, follow these simple steps:

  1. Turn Administration On from the File menu.
  2. Click the Close Period button in the administrative toolbar.
Virtual TimeClock Basic Close Period

Note: Once a payroll period is closed, the hours in that period cannot be edited. To make changes to a timecard in a closed period, review the Reopening Payroll Periods article.

If you’ve neglected closing periods, it’s easy to close multiple periods all at once. Simply correct your current payroll period and Virtual TimeClock will automatically total and close every period up to the new period start date. Follow the steps in our Configuring Payroll Settings article.