Review and approve a weekly timesheet
Check an employee's hours for the Friday–Thursday week and approve them so they're ready for payroll.
Timesheets build themselves. Every time an employee punches at the kiosk, their weekly timesheet updates automatically — you never create one by hand. Your job is to look the week over and approve it. Once a timesheet is approved, it's locked in for payroll and won't change if a stray punch comes in later.
Understand the pay week and how hours are counted
Each pay period runs Friday through Thursday. A day's hours are the time from clock-in to clock-out, minus lunch. The system always favors the schedule when an employee is off it:
- Early arrivals are paid from the scheduled start, not the early punch. Clocking in at 7:55 for an 8:00 shift still starts the clock at 8:00.
- Late arrivals are paid from when they actually arrived. Clocking in at 8:30 starts the clock at 8:30.
- Leaving early is paid up to when they actually left.
- Staying late is *not* paid past the scheduled end until you approve it (see overtime below).
The 30-minute lunch deduction, in plain terms
Lunch is only deducted when an employee actually clocks out for break and clocks back in. If they do, the standard 30 minutes comes off the day. Take a longer lunch and the actual length is deducted instead (a 45-minute lunch deducts 45). Take lunch early and only the completed break is deducted once. If they never clock out for a break — or clock out but forget to clock back in — nothing is deducted.
Open and read a timesheet
- 1
Go to the right week
Open Timesheets. Use Previous and Next at the top to move between pay periods; the dates and *Pay Period* label show which Friday–Thursday week you're viewing.
- 2
Open an employee's timesheet
Select a row (or View) to open the full detail. You'll see summary cards for Regular Hours, Overtime, Break Time, and Gross Pay, plus a Daily Breakdown table for the week.
- 3
Scan the daily breakdown
Each weekday row shows the scheduled times, the actual clock-in and clock-out, break, and the hours that day. Flags like Late, No Show, or Missing Punch Out call out anything unusual. If a clock-in was adjusted to the schedule, the row notes the Effective time underneath.
Approve overtime before you approve the week
Overtime is any time over 40 hours in the Friday–Thursday week, paid at 1.5×. On top of that, any minutes an employee worked past their scheduled end need your sign-off before they're paid at all — until then those minutes don't count toward hours or pay.
- 1
Spot the review prompt
When someone clocked out late, the timesheet shows a needs review badge with the number of minutes. An overtime review section appears lower on the detail page.
- 2
Decide how many minutes to allow
Approve all of the extra minutes, approve only some of them, or approve none. The hours and pay update to match your decision — approve 15 of 30 extra minutes and only those 15 are added.
Approve the timesheet
- 1
Approve one timesheet
On the detail page, select Approve. The status badge changes from pending to approved and you'll get a green confirmation. Made a mistake? Select Undo Approval to send it back to pending so you can edit it again.
- 2
Approve several at once
On the Timesheets list, tick the box next to each pending timesheet (or Select all pending), then choose Approve All Selected. A confirmation tells you how many were approved.
Fix problems before approving
If a row shows Missing Punch or an unreviewed overtime badge, sort it out first — approving locks the week. See *Fix a missing or wrong punch* for how to correct a day.