New time card experience rolling out. We are updating time cards with a new look and new features, and moving all Time & Attendance customers to the new version over the coming weeks. This article includes instructions for both versions. If your Manage Time Cards page shows Unpaid, Paid, and All filters and each time card has Time Entries and Activity tabs, you have the new version. Use the New Time Card Interface section. Otherwise, use the Legacy Interface section.
New Time Card Interface
How to Enter or Edit Time for Salary Employees (New Time Card Interface)
New time card interface: Use these steps if the employee time card has Time Entries and Activity tabs. Salary time cards are for record keeping only. Hours entered on salary time cards are not used to calculate gross pay.
Go to Payroll > Time & Attendance > Manage Time Cards and click the employee's name.
Salary employees on manual entry see an hour totals grid on the Time Entries tab, with a column for each day and a row for each hour type. Salary employees on time punch, and salary non-exempt employees, see the calendar view described in Editing, Nudging, Rejecting Time Cards for Hourly Employees.
Type the daily total in each box. You can enter hours and minutes (8:30) or a decimal (8.50).
Press Tab to move to the next day.
Entries save automatically after you leave the box. There is no Save button.
To add PTO, holiday, or other hour types, click Add Other Hours, check the hour types you need, and enter the daily totals in the new rows.
To add a note for a day, click the note icon in the Total row at the bottom of the day.
To add a message for the employee on the time card (not a particular day), click the Message link beside the Approve Time Card button.
Click Approve Time Card when you are finished.
💡 You can only edit unpaid time cards. Time cards sent to payroll are locked.
How to Nudge Salary Employees to Submit Their Time Card (New Time Card Interface)
You can send a reminder, or nudge, to an employee to submit their time card from the Manage Time Cards page or from the employee's time card. The employee must have their employee portal set up.
Nudge Employees from the Manage Time Cards Page (New Time Card Interface)
You can nudge one or more employees at once from the Manage Time Cards page.
Go to Payroll > Time & Attendance > Manage Time Cards.
Check the box next to each employee's name.
Click Send Message at the top of the Manage Time Cards page.
To nudge one employee, you can also click the message icon at the end of the employee's row.
A window opens with message options.
Click Send Nudge.
Edit the default message, if needed.
Click the Send Nudge button.
The employee gets an email at the address on file.
Nudge an Employee from the Employee's Time Card (New Time Card Interface)
💡 You can only nudge employees who have set up their employee portal.
Go to Payroll > Time & Attendance > Manage Time Cards and click the employee's name.
Click Message, then Send Nudge.
Edit the message if needed, then click Send Nudge.
The employee gets an email at the address on file.
How to Send Back a Salary Time Card for Corrections (New Time Card Interface)
You can send back a time card for corrections from the Manage Time Cards page or from the employee's time card. The employee must have their employee portal set up.
Send Back a Time Card from the Manage Time Cards Page (New Time Card Interface)
In the new time cards, "Send Back" replaces "Reject."
Go to Payroll > Time & Attendance > Manage Time Cards.
Click the message icon at the end of the employee's row. To send back several time cards at once, check the box next to each employee's name and click Send Message at the top of the page.
A window opens with message options.
Click Send Back.
Edit the email subject and message if needed. The default message tells the employee their time card has been sent back and asks them to update and resubmit it.
To get an email when the employee resubmits, check the Notify me box.
Click the Send Back button to send the email.
The employee gets an email, and the time card shows Sent Back on the Manage Time Cards page until they resubmit.
To see what you asked the employee to change, click the View Request link on the Manage Time Cards page or open the Activity tab on the time card.
Send Back a Time Card from the Employee's Time Card (New Time Card Interface)
You can only send back a time card to employees who have set up their employee portal.
Go to Payroll > Time & Attendance > Manage Time Cards and click the employee's name.
Click Message, then Send Back.
Edit the message, if needed.
Click the Send Back button.
The employee gets an email at the address on file.
Legacy Interface
Example of the legacy Manage Time Cards page
Salary Employee Time Cards (Legacy Interface)
Legacy interface: Use these steps if the time card shows a grid with In and Out boxes and no Time Entries or Activity tabs. Salary time cards are for record keeping only. Hours entered on salary time cards are not used to calculate gross pay.
How to Enter or Edit Time for Salary Employees (Legacy Interface)
💡 You can only edit unpaid time cards. Time cards that have already been used in payroll can no longer be edited.
Go to Payroll > Time and Attendance Tasks > Manage Time Cards.
By default, a list of employee time cards will display for the current pay period alphabetically.
Search for a specific employee in the search bar.
To edit a different pay period, choose the dates from the dropdown menu and click Run Report.
Click the employee name to view and make changes to the time card. Each day is shown in columns, and the hour types are shown in rows.
If the employee is paid weekly, the time card will show a grid for one week.
If the employee is paid biweekly, the time card will show a grid for two weeks.
If the employee is paid semi-monthly or monthly, the time card will show all days included in the pay period. Any days of the week outside the pay period will be shown in gray.
Edit or Enter Time
Manual entry type– enter total hours by clicking in the appropriate boxes. To enter minutes, use the decimal equivalent of minutes in an hour.
Time punch entry type – If the employee is set to Time punch entry enter the hour and minute of the time. If editing a time punch that has geotagging, the edited entry location pin will change to yellow. The map will display both the original entry and the employer edit. See Geotagging Employee Time Punches for more information.
See our conversion chart for a handy cheat sheet!
To add non-worked hours such as vacation or holiday, click “Other Hours.”
New rows will appear on the time card. Enter the total daily non-worked hours in the corresponding row.
See Adding Non-Worked Hours to Time Cards for set-up instructions.
Add any comments, if needed for the day or pay period.
There is a space at the bottom of the time card to add employer comments about this pay period. Note that your comments will be visible to employees.
Employees using the employee portal can also add their own comments.
Check the “Approve” box when you’re finished entering time for the pay period. The time card will be automatically saved.
It is not necessary for the employee to approve or submit their own time card.
Click Save.
Once you approve the time cards, you are ready to Send Time Cards to Payroll.
How to Nudge Salary Employees to Submit Their Time Card (Legacy Interface)
If an employee has not completed or approved their time card, you can nudge them from the employee time card or the Manage Time Cards page.
💡 You can only nudge employees who have set up their employee portal.
Go to Payroll > Time and Attendance Tasks > Manage Time Cards.
Select the employee name if you want to view the individual timecards.
Select the envelope icon to nudge the employee under the “Approval” section.
A popup will appear with the default message.
Click in the box to customize the message.
Click “Send Nudge.”
An email will be sent to the employee.
How to Reject Salary Time Cards (Legacy Interface)
You can reject time cards for employees on the employee time card, or on the Manage Time Card Page.
💡 You can only reject time cards for employees who have set up their employee portal. Otherwise, edit the employee time card, and make a note of changes made for the employee’s record on the time card.
Payroll > Time and Attendance Tasks > Manage Time Cards.
Select the employee name if you want to view the individual timecard.
Select the X to reject the time card under the “Approval” section.
A pop-up will appear with the default rejection message.
Click in the box to customize the message for your employee.
Click the “Reject Time Card” button.
An email will be sent to the employee.
Do your employees have questions? We have help for them too. See the help article for employees, “Salary Employees: Entering My Time Worked.”