Payroll Time Keeping#

Columns (Active tab)#

Columns (In Process / Posted tab)#

Same columns as the Active tab, except the Status column instead shows the payroll workflow status: For Review, For Approval, Approved, Rejected, or Posted.

Filters#

Above the table you can filter by:

• Cutoff Code — pick a specific cut-off
• Period Type — filter by 1st / Middle / Last period

There is no free-text search box on this screen; use the filters instead.

Opening a cut-off#

Click any row to open the Timesheet for that cut-off period. Rows from the In Process / Posted tab open the same Timesheet, Employee Timesheet, and Day Detail screens in read-only mode — see Timekeeping Freeze below.

Header actions#

• Recompute All — recomputes timekeeping for all employees in the cut-off. This runs in the background and shows a progress dialog.
• Submit for Payroll — locks the cut-off and submits it for salary computation. After submitting, you are taken to the Payroll Center summary for the cut-off (if you have access), otherwise back to the cut-off list.

Both actions are only shown while the cut-off is still open (in Time Keeping). Opening a cut-off from the In Process / Posted tab hides them entirely — see Timekeeping Freeze below.

Cut-off info bar#

A bar shows the Cut-off Period, Processing Date, and Period Type for the selected cut-off.

Timekeeping locked banner#

If this cut-off has already been submitted for payroll, a "Timekeeping locked" banner appears below the cut-off info bar, naming its current status (For Review, For Approval, Approved, Rejected, or Posted) and noting that corrections now flow through filing approvals and carry over to the next open cut-off.

Processed with stale attendance warning (legacy data only)#

If this cut-off has already advanced past For Review (it is For Approval, Approved, or Posted) and one or more employees still have salary that is stale — their attendance changed after their salary was last computed — a "Processed with stale attendance" banner appears below the cut-off info bar, naming how many employees are affected.

This can only happen on cut-offs computed before the Timekeeping Freeze below took effect. Attendance can no longer drift after payroll processing starts, because it can no longer be edited — so this banner will not appear on newly processed cut-offs. If you see it on an older cut-off, recompute the cutoff's salary from the Payroll Summary page to bring the figures back in sync.

Search and filter#

• Search employees — type to find an employee by name
• Branches — filter the list to one or more branches

Employee table#

Each row is an employee with their period totals:

A totals row at the top of the table sums these columns across all employees shown.

Opening an employee#

• If an employee has computed data, click the row to open their employee timesheet.
• If an employee shows No Data / Click to process, clicking the row computes their timekeeping on the spot (a progress toast appears) instead of opening a detail page.
• On a locked cut-off (opened from the In Process / Posted tab), an employee with no computed data simply shows No Data instead — clicking does not trigger a computation, since the cut-off can no longer be recomputed.

Header actions#

• Export to Excel — downloads the employee's timesheet as an Excel file
• Other Info — opens the info dialog with Raw Logs, Filings, and Conflicts tabs (see below)
• Recompute All — recomputes every day in the cut-off for this employee (background progress)

Once the cut-off has been submitted for payroll, its timesheets are read-only everywhere — whether you open them from here, from Payroll Center, or from the In Process / Posted tab on the cut-off list — and show a Locked - Submitted for Payroll banner; the Recompute All button, the right-click action menu, and overtime approval are all unavailable. See Timekeeping Freeze below.

Daily table#

A totals row sits at the top, followed by one row per day. Columns include Date, Day, In, Out, Shift, Work, Break, Late, UT (undertime), ND (night differential), and grouped OT and ND OT columns each split into C (computed), FA (for approval), and APP (approved), plus A (absent), P (present), H (holiday) status indicators and a Total credited-hours column.

On a day with no manual override, Work, Late, UT, and ND show the same payroll-facing figures used for pay — any approved-leave credit is already applied (see How an approved leave credits a day below). On an overridden day, these columns instead show the raw computed values as the strikethrough baseline next to the override.

Rows are styled to flag leave days, weekends, rest days, holidays, and overridden days. A day on approved leave shows ON LEAVE in the In/Out columns and a LEAVE badge in the Shift column — this includes a Half Day leave, even though part of the day was actually worked. An absent day (no approved leave, no clock records) shows ABSENT in the In/Out columns and the row is tinted red so it stands out at a glance. A holiday where the employee did not work shows HOLIDAY in the In/Out columns.

How an approved leave credits a day#

How much of a day an approved Leave filing pays for depends on its Leave Mode and Compensation Type, both set when the leave was filed (see Filing a Leave request):

• Whole Day, With Pay — credits the full shift as worked time; Late and Undertime are cleared for the day.
• Whole Day, Without Pay — credits nothing; the day is charged as a full absent day, the same as before.
• Half Day, With Pay — credits only half the shift, not the whole day. If the filing has a Time From–Time To window, that window (clipped to the shift and with any break inside it netted out) is what gets credited; without a usable window, a flat half of the shift's work minutes is credited instead. The part of the shift the leave does not cover is no longer automatically waived. What happens to it depends on whether the employee clocked in that day:
  • Any time log on the day — lateness that falls inside the worked half is kept (capped at the actual gap), and the rest of the uncovered time shows as Undertime. Whether that Undertime is actually subtracted from pay depends on the payroll group's Undertime Deduction setting — set it to Not Deducted if uncovered half-day time should show but never reduce pay.
  • No time log at all — the employee never came in, so the uncovered half is charged as half an absent day (0.5) rather than Undertime. An absence is always deducted, whatever the Undertime Deduction setting says; the day is still shown as leave, not as an absence, on the timesheet and the attendance calendar. (Rest days, holidays and Auto Fill shifts keep their own rules.)
• Half Day, Without Pay — the covered half is charged as half an absent day (0.5), instead of a whole day; the rest of the shift is timed and paid normally if the employee actually worked it. With no time log at all, the other half is an absence too, so the whole day (1.0) is deducted.

A leave filed on a rest day or an extra day still credits and charges nothing, regardless of mode — today's rest-day and holiday pay rules are unaffected.

Exporting to Excel#

Export to Excel downloads the same day-by-day timesheet as a spreadsheet, and it carries the same day-status labels shown on screen:

• Work, Late, Undertime, and Night Differential are the same payroll-facing figures shown on screen — leave credits and any manual override applied, per How an approved leave credits a day above.
• The Time In / Time Out columns read ON LEAVE, ABSENT, or HOLIDAY instead of a blank dash on those days, in that priority — an approved leave day always reads ON LEAVE even if it also has an absence or falls on a holiday, and a holiday the employee actually clocked in for keeps showing the real punch times instead of HOLIDAY.
• The Shift column reads LEAVE in place of the day's scheduled shift name on an approved-leave day.
• A Leave column carries the leave type and pay treatment for the day, e.g. Vacation Leave (With Pay) or Emergency Leave (Without Pay). If the filing has no recorded leave type it falls back to just Leave (With Pay); if the pay treatment isn't recorded, the "(With Pay)" / "(Without Pay)" suffix is left off. Days that aren't on leave show a dash.
• The totals row at the top of the sheet summarizes leave for the whole cut-off in that same column, e.g. 1 day, 2.5 days, or 3 days (2 with pay, 1 without pay) when the cut-off mixes paid and unpaid leave — Half Day filings contribute 0.5 to these totals.
• An approved-leave day's row is tinted light blue, distinct from the pink rest-day tint — so a leave day that also happens to fall on a rest day is still recognizable as leave.

Approving overtime#

When a day has overtime For Approval (the FA column) and you have the overtime-approval permission, that value is clickable. Click it and confirm to approve the day's overtime.

Per-day actions (right-click menu)#

Right-click a day row to open its action menu. The available actions depend on your permissions:

• Recompute Time — recompute just that day
• Modify Time — open the override dialog to manually set values for the day
• Adjust Shift — change the shift assigned to that day
• Enable Day / Disable Day — on a rest day, toggle whether salary is credited for it
• Enable Holiday Pay / Disable Holiday Pay / Reset Holiday (Auto) — on a holiday, manually override or reset holiday-pay eligibility

Click a day row (without right-clicking) to open the full Day Detail screen.

Pending overtime conflict#

If the new shift overlaps an employee's pending overtime filing on that date, clicking Save does not immediately apply the change. Instead, a confirmation dialog titled "Pending Overtime Will Be Cancelled" appears, listing each affected overtime filing and the time window that conflicts.

The dialog has two options:

• Change Shift & Cancel OT — applies the shift change, cancels the listed pending overtime filing(s), and sends the employee a notification to re-file if the overtime is still applicable.
• Cancel (close) — dismisses the dialog without changing the shift or touching any overtime filing.

Only pending overtime is ever listed or cancelled. Overtime that has already been approved is not affected and will not appear in the conflict list.

What gets locked#

For every date inside a frozen cut-off, all of the following are blocked:

• Modify Time (the override dialog)
• Enable Day / Disable Day and Enable Holiday Pay / Disable Holiday Pay / Reset Holiday (Auto)
• Recompute Time — for a single day, for an employee's whole cut-off, or Recompute All
• Creating or deleting manual raw time logs for those dates
• Importing time logs for those dates through Time Importation (Excel import)

If you try any of these on a frozen date, the system blocks the action with a message explaining that payroll for that period is already being processed and that attendance is frozen until the cut-off is returned to Time Keeping.

Physical clock evidence — face-scan punches, device clock-ins, and the in-app timer — still gets recorded as raw log evidence even for a frozen date. This doesn't change anything: a frozen cut-off never recomputes, so these punches have no effect on pay unless the cut-off is later unfrozen and reprocessed.

Shifts and holidays stay as processed#

Changing an employee's shift or schedule after their cut-off has been processed never retroactively changes that cut-off's pay — the shift and holiday eligibility the cut-off was computed with are locked in as of processing. New shift or schedule assignments only take effect on cut-offs that are still open.

Unfreezing a cut-off#

The only way to edit a frozen cut-off's attendance again is to send it back to Time Keeping:

1. Open the cut-off's Payroll Summary (from Payroll Center)
2. Click Return to Timekeeping (or, for a cutoff further along in the workflow, use the return/reject action available at that stage)
3. Make your corrections here in Time Keeping
4. Click Submit for Payroll again to reprocess

Filings approved after the cut-off locks (Carry-over)#

A filing — Overtime, Leave, Certificate of Attendance, Official Business, or Rest Day Work — that was filed while the cut-off was still open but doesn't get approved until after payroll processing has started no longer gets rejected. The approver sees a "Carry Over This Pay?" dialog showing the amount and target period, and can choose to carry the pay forward or approve the filing for the record without paying it forward — see Choosing whether to carry over the pay on the Manpower Dashboard page. When carried, the pay effect is added to the employee's next open cut-off as a Carry-over line — see Carry-over (previous cutoff) on the Salary Detail page.

A few things to note:

• New filings dated inside an already-locked cut-off are still rejected — filings for a period must be submitted before that period's cut-off is submitted for payroll.
• For Overtime, Certificate of Attendance, and Official Business, an approval whose pay was carried over no longer has to be undone by rewinding the whole source cut-off. Cancel Approval on the filing now withdraws the carried pay from the later cut-off directly — see Cancelling an approved Overtime filing on the Manpower Dashboard page. This is refused if that later cut-off has already been Posted (the money is already paid) — return it to Pending first.
• Reverting an approved Leave filing (the only filing type Revert Approval applies to) is still blocked once its cut-off is locked, carry-over or not. To undo it, first send the cut-off back to Time Keeping (above), then revert the filing there — it will apply normally when the cutoff is reprocessed.
• If you send a cut-off back to Time Keeping and it had already produced carry-over pay on a later cut-off, that carry-over is cancelled and the filing goes back to applying normally once you reprocess — unless the carry-over was already paid out on a posted cut-off, in which case the return is blocked (that later cut-off must be un-posted first). See Payroll Summary.

Recompute one employee#

1. Open the cut-off from the list
2. Find the employee. If they show Click to process, click the row to compute their timekeeping.
3. To recompute an employee who already has data, open their timesheet and click Recompute All.

Correct a single day#

1. Open the cut-off, then the employee
2. Right-click the day → Modify Time
3. Enter the corrected Override values
4. Click Modify

Only works while the cut-off is still in Time Keeping. If payroll processing has already started for it, click Return to Timekeeping on the Payroll Summary first — see Timekeeping Freeze.

Change the shift for a day#

1. Open the employee's timesheet
2. Right-click the day → Adjust Shift
3. Pick the shift in Select New Shift
4. Click Save
5. If the employee has a pending overtime filing that overlaps the new shift, a "Pending Overtime Will Be Cancelled" dialog appears listing the affected filing(s). Click Change Shift & Cancel OT to proceed (the employee is notified to re-file), or close the dialog to abort. Approved overtime is never affected.

Approve overtime for a day#

1. Open the employee's timesheet
2. In the day's OT Approval (FA) column, click the pending overtime value
3. Confirm the approval

Submit a cut-off for payroll#

1. Open the cut-off from the list
2. Review the employees' computed totals (run Recompute All first if needed)
3. Click Submit for Payroll and confirm

Once a cut-off is submitted for payroll, its timesheets become read-only (Locked - Submitted for Payroll) and the cut-off moves from the Active tab to the In Process / Posted tab on the cut-off list.