This article will help you understand how the payroll approval process works in Virtual TimeClock Basic Edition. Approving hours for payroll follows 3 simple steps: review employee hours at the end of the period, print timecards, and close the payroll period. This article will walk you through each of these steps with detailed information.
1. Review 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:
Note: To edit an entry from a timecard report, choose Entry Editor from the toolbar and select the entry to edit.
2. Print Timecards
Once 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 payroll approval process is closing the period. Closing the payroll period means that the hours and pay data for the current period are written to the database as a permanent record. To close the period after employee hours have been reviewed, follow these simple steps:
Note: Once a payroll period is closed, the hours in that period cannot be edited without Reopening the Payroll Period.
After you close the payroll period, Virtual TimeClock will automatically advance the reporting dates to your next pay cycle.
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.