Available to: Time and Attendance
Definitions:
Time card: The record in Patriot Time & Attendance where an employee’s daily hours are tracked during a pay period. Time card data flows into payroll when you run payroll.
Non-worked hours: Hours that appear on an employee’s paycheck but were not spent actively working — for example, vacation, sick days, PTO, and holidays. Also called “time off hours.”
Hour type: A category used to classify how an employee’s hours should be tracked and paid (for example, Regular, Overtime, Vacation, Sick, Holiday). Each hour type can be configured to appear or not appear on employee time cards.
FLSA: The Fair Labor Standards Act — the federal law that governs overtime and minimum wage. Patriot calculates overtime based on FLSA rules by default. If you need to comply with local, state, or company-specific overtime rules, you can configure custom overtime rules. See “Setting Up Overtime Rules” for more information.
Although not on an employee time card, overtime and doubletime hours are tracked automatically based on FLSA rules when using Patriot Time and attendance. If multiple rates are paid during the FLSA workweek, Blended Overtime Calculations should be used. When you approve time cards and send them to payroll, the software will automatically fill in the overtime, doubletime, and, if set up, custom overtime hours.
Regular hours: Normal hours worked in a work week at a normal pay rate Regular hours are automatically included on employee time cards. If an employee has one job role, a single regular hours entry field appears on their time card. If an employee has multiple roles, a dropdown appears so the employee can select the correct role when entering time.
You can use the multiple roles for employees who have more than one job responsibility. See the “Multiple Pay Rates for Hourly Employees” help video for more information.
How to Add Non-Worked Hour Types to TimeCards
Time off hours such as Holiday, Sick, and Vacation or other custom hour types are NOT automatically included on employee time cards.
To add a non-worked hour type to time cards:
Go to Payroll > Settings > Payroll Settings > Hours & Money Types.
Click Edit next to the hour type you want to add (for example, Vacation or Sick).
Check the box labeled Include On Time Card. Once checked, this hour type will appear in the “Other Hours” section of employee time cards.
Make sure the Active box is checked. If an hour type is inactive — even if “Include On Time Card” is checked — it will not appear on time cards.
Optional: Check the box labeled Track Time Off if you want to assign a specific balance of allowed hours to employees for this hour type (for example, a vacation accrual balance or a fixed annual PTO allowance). See “Tracking Employee Time Off Hours” for more information.
Click Save.
Repeat these steps for each hour type you want to show on employee time cards.
When using an unworked hour type, the employee will enter the total time in the hour type box on the time card, ex: 8 hours will be recorded as whole numbers. Minutes should be converted to decimals. See our conversion chart to convert minutes to decimals.
Example: if an employee used four and a half hours of PTO, they would put
4.5 in the vacation hour box of the day they used PTO.
How to Remove a Non-worked Hour Type from Displaying on Time Cards
To remove a non-worked hour type from employee time cards:
Go to Payroll > Settings > Payroll Settings > Hours & Money Types.
Click Edit next to the hour type you want to remove.
Uncheck the box labeled Include On Time Card.
Optional: Uncheck the Active box to fully deactivate the hour type so it no longer appears anywhere in the system.
Click Save.