Payroll Time Keeping#

Which employees you can see#

Which actions you can use#

These permissions appear in User Levels under Payroll Time Keeping. An action you do not hold is hidden, not greyed out — you simply do not see it.

Columns (Active tab)#

The table shows 12 cut-offs per page. Column Visibility lets you hide or show columns, and the fullscreen button enlarges the table.

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 (see Cut-off status lifecycle). Hovering the tab explains: "Cutoffs already submitted for payroll - read-only".

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. Switching between the two tabs starts the other tab fresh, with no page, sort or filters carried over.

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#

• Related — a menu of the other screens for this cut-off. It is always there, including on a locked cut-off, and lists only the entries you have access to:
  • Overtime Exceptions — opens Overtime Exceptions already narrowed to this cut-off.
  • Attendance warnings — opens Attendance Warnings for this cut-off.
  • Filing Summaries — lists every filing dated inside this cut-off, one tab per filing type — see Filing Summaries.
  • Employee changes (Excel) — downloads a workbook of the approved employee record changes applied since this cut-off started — the same rows Accounting receives in the employee-change digest.
  • Import deductions & allowances — loads this cut-off's loan instalments, coop deductions or allowances from an Excel file — see Import Deductions & Allowances. Shown while the cut-off is still in Timekeeping, to users with the Payroll Center submit permission.
• Recompute All — recomputes timekeeping for all employees in the cut-off. You confirm first; it then runs in the background and shows a progress dialog (percentage, "Processed: n of N employees"). Minimize the dialog to keep working — progress stays in the queue indicator and a "Timekeeping recompute completed" message appears when it finishes.
• Submit for Payroll — locks the cut-off and submits it for salary computation. You confirm first ("This will compute salaries for all employees"). 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.

If overtime exceptions are still open when you submit, the submit either goes through with a warning ("n overtime exception(s) are still open for this cutoff") that offers Review exceptions, or — if your company blocked submitting on open exceptions in HR Settings — is refused until they are resolved.

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.

Search and filter#

• Search employees — type to find an employee by name or employee code. The list refreshes a moment after you stop typing.
• Branches — filter the list to one or more branches (a by-branch timekeeper is always held to their own branch).

The list is paged (8 employees at a time by default; change the page size at the bottom). Your page, page size and branch choice are remembered in the address, so pressing Back from an employee returns you to the same place.

Employee table#

Each row is an employee in this cut-off, sorted by last name, with their period totals:

A totals row at the top of the table ("TOTAL (n EMPLOYEES)") sums every visible column across all employees matching your search and branch filter — including the two "awaiting approval" columns, OT Approval and ND OT Appr.

Choosing columns#

The 17 columns above are the default view. Click Column Visibility at the right end of the search bar to show or hide columns; the list is grouped into Employee, Attendance & Leave, Time, Rest Day & Holiday, and Review. Every optional column starts hidden. Your choice is saved to your account, so it follows you to any browser and every cut-off.

1. Click Column Visibility. The badge on the button (e.g. "20/49") shows how many columns are visible.
2. Tick a column to show it, untick to hide it. Employee Name is always shown.
3. Select all shows every column; Reset Columns returns to the default 17.

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#

• Related — a menu of the screens that feed or explain this timesheet, each narrowed to this employee and cut-off where it can be: Raw Logs, Face Scan Logs, Time Tracker Logs, Employee Record, Individual Scheduling, Overtime Filings and Leave Filings and Overtime Exceptions. An entry only appears if your user level can open that page.
• 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; you confirm first)

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. Hover any column heading for a one-line explanation.

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.

Reading the daily columns#

Row markers and colours#

How overtime moves from C to FA to APP#

Overtime is shown in three stages, and only approved overtime (APP) is paid:

• C — computed. The time the employee stayed past the shift end, worked out by the system from the punches. It is information: it is not paid by itself.
• FA — for approval. Overtime that has been filed and is waiting for an approver: an Overtime filing, or a Certificate of Attendance or Official Business form that includes overtime.
• APP — approved. Overtime that was approved. For an Overtime filing it is credited for the time the punches back once the day is over; a Certificate of Attendance or Official Business form that includes overtime credits it as approved. This is what counts in Total and reaches payroll.

How late, undertime and grace periods are applied#

The payroll group sets a Late Grace, an Undertime Grace and an Overtime Grace (see Payroll Group). A grace period is all or nothing: a value at or under the grace becomes 0, and a value above it counts in full — it is not reduced by the grace.

The Day Details tab of Day Detail shows which grace applied to a given day and how many minutes were forgiven.

After the grace, the payroll group can also round the remaining late and undertime minutes to a unit such as 15 minutes (Round up, Round down or Round to nearest). The order is always raw minutes, then grace, then rounding; the day detail shows both the raw and the priced minutes, and a manual Modify Time is never rounded. See Payroll Group.

Which shift a day uses#

For each day the system picks the shift from the first of these sources that has one. The Shift Details tab of Day Detail shows every source and which one is in force.

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.
• On a rest day or extra day that was worked, the sheet shows the work shift the day ran on (“Work shift: 8-hour flexitime” for the built-in default).

Approving overtime#

When a day has overtime For Approval (the FA column) and you hold the Approve Overtime permission, that value is clickable. Click it and a confirmation reads "Are you sure you want to approve [hours] hours of overtime for [date]?". Confirming approves every pending overtime filing on that date — the same approval you would give in Filings. If your company's approval chain has more than one stage, your sign-off may only move the filing to its next stage.

The employee side of the same filing, including what the form shows before it is submitted, is in Overtime Filing.

Per-day actions (right-click menu)#

Right-click a day row to open its action menu. The available actions depend on your permissions (see Permissions and who sees what); the menu does not open at all on a locked cut-off:

12

1. 1The day you right-clicked stays highlighted
2. 2The menu — only the actions you are allowed to use appear

• Recompute Time — recompute just that day (no confirmation; a message confirms when it is done)
• 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 Day opens a small dialog that asks for the work shift the day runs on. The picker is optional: with a real default (the weekly schedule's If worked shift for that weekday, else the Rest Day shift's default) it is preselected; with none it is empty and shows “8-hour flexitime (default)”. Enabling without a pick uses the default chain, ending at the built-in 8-hour flexitime (8 h work, 1 h unpaid break, then overtime; no lateness or undertime). The choice is fixed when the day is enabled. Disable Day still just asks you to confirm ("This will remove salary credit for this rest day").
• Enable Holiday Pay / Disable Holiday Pay / Reset Holiday (Auto) — on a holiday, manually override or reset holiday-pay eligibility; you confirm first. Reset returns the day to the automatic eligibility rule. A manual choice is never overwritten by the automatic rule.

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.

Time Breakdown tab#

Three tables, each with its own empty message. A View in Raw Logs button above them opens Raw Logs for that day (and Face Scan Logs / Time Tracker Logs buttons open those screens), each shown only if you can open that screen.

Day Details tab#

Computed Summary tab#

The day's final figures: Work Time, Overtime, Late, Under Time, Night Differential, Night Differential Overtime, Break Time and Credited Time — the same numbers the daily table and payroll use.

Shift Details tab#

12

1. 1Change schedule — opens Individual Scheduling (if you have access)
2. 2Shift Hierarchy: every source, highest priority first

The Change schedule button above opens Individual Scheduling so you can fix the source of a wrong shift at its root.

Filings tab (Day Detail)#

Every filing that touches the day, grouped under Overtime Filings, Rest Day Work, Leave Filings, Schedule Adjustments, Official Business and Certificate of Attendance, with a status filter (All, Pending, Approved, Rejected). Each filing shows its details, who approved it, any reject reason, its attachment, and:

• Approve and Reject on a pending filing (Reject asks for a reason). Hidden when the cut-off is locked.
• Revert Approval on an approved Leave filing — shown only to the original approver or a super admin, never to the employee who filed it. You give a reason, the filing becomes Rejected and deducted leave credits are restored.

Overtime Filings and Leave Filings buttons above the list open those filing pages.

To see how each filing type is filed and approved, see Filings → Approving a filing.

Other Info: Raw Logs#

A row that has more to show can be clicked to expand: the location and IP address of the clock-in and clock-out, the device, and any remarks. Create Logs (hidden on a locked cut-off) adds logs by hand — see Creating raw logs. A trash icon appears on Manual rows only, and only if you hold the Delete Raw Logs permission; it asks you to confirm, and the cut-off is recomputed. Logs from devices, face scans and timers cannot be deleted here.

Other Info: Filings#

The employee's filings for the whole cut-off in six groups — Overtime Filings, Rest Day Work, Leave Filings, Schedule Adjustments, Official Business and Certificate of Attendance — each with a count and an All / Pending / Approved / Rejected filter. Pending filings have Approve and Reject buttons (Reject asks for a reason) unless the cut-off is locked.

To see how each filing type is filed and approved, see Filings → Approving a filing.

Other Info: Conflicts#

A card for each attendance conflict found in the cut-off: the date, a type badge, a Resolved, Ignored or Unresolved badge, and the description, times and remarks. With no conflicts it reads "No attendance conflicts". Most conflicts clear on their own after you fix the cause and recompute.

To dismiss one yourself, click Ignore or Resolve on its card, type a remark (required) and confirm. The card then shows the new badge, your remark, and who decided and when, so the next reviewer sees why. The buttons need the Modify Time permission and only appear while the cut-off is open; a locked cut-off refuses the decision.

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 (Enable Day asks for the work shift) 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.

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 HR 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 HR 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, then pick a Reason code and write the Reason
4. Click Modify

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

Resolve overtime exceptions before submitting#

1. Open Overtime Exceptions for the cut-off (or click Review exceptions in the warning shown when you submit)
2. Resolve each open row with an outcome and a reason
3. Come back and submit the cut-off for payroll

Add a missing punch#

1. Open the cut-off, then the employee, then Other Info → Raw Logs
2. Click Create Logs, set the real Date In, Time In, Date Out and Time Out (the pre-filled times are only samples)
3. Click Submit; if it replaces overlapping logs, confirm with Delete & Continue
4. Check the day on the timesheet — it was recomputed for you

Credit a worked rest day#

1. Open the employee's timesheet and find the rest day marked with a warning triangle
2. Either approve the employee's Rest Day Work filing in Other Info → Filings, or right-click the day → Enable Day, choose the work shift and confirm
3. The day's Total now counts, and the Rest Day With Logs conflict clears