Entering Timecards

This article describes how to enter timecards, whether you are filling out your own or someone else’s. At the bottom, you will find data entry tips that apply to both employees entering their own data and Financial Users entering data for others.

Recording Hours Worked as an Employee
Recording Hours Worked as a Financial User
Tips for Recording Hours Worked

• Paying for Non-Work Days
• Multiple Times In/Times Out
• Multiple Hourly Payroll Items
• Different Units

Recording Hour Worked as an Employee

At many districts, employees can fill out their own timecards. You may find that a Financial User has set up a template for you to autofill the hours worked each day, but you can always override those default numbers.

To enter timecard data for yourself, use the Employee Portal:

1. Go to Employee Portal Main > Timecards
2. Enter Timecard
3. Select a Pay Period
   • If you do not see the Pay Period you are needing, select the blue gear icon beside the Pay Period field and select to view future Pay Periods.
4. Enter the number of hours for each hourly-paid position in whichever way your district allows:
   • As individual Times In and Times Out
   • As a total number of hours per day
   • As a total number of hours for the pay period
5. Save Only if you haven’t finished entering all the hours for the period yet
6. Save & Submit Timecards for Approval when you are done with this period and ready to submit the timecard

You can return to this timecard to make additional changes until the card has been submitted for approval. If you need to erase your whole time card and start over, you can click the erase icon to the right of the Total for Pay Period box.

When you are ready to submit your timecard, you’ll be asked to review each day. If there are any days you want to remove, you can uncheck them.

You must e-sign the timecard before submission is complete. This e-signature verifies that you are submitting accurate hours. When you have typed your name, you can click the final Submit button.

Recording Hours Worked as a Financial User

At some districts, employees do not (always) enter their own timecards. If you are a Financial User typing up data from a paper timecard or from another program that isn’t SchoolInsight Financials, you can create timesheets for other employees.

To create a new timecard:

1. Go to Financials Main > Payroll > Timecards
2. Enter Employee
3. Select a Pay Period
   • If you do not see the Pay Period you are needing, select the blue gear icon beside the Pay Period field and select to view future Pay Periods
4. Select the hourly employee from the dropdown menu
5. Enter the number of hours for each hourly-paid position in whichever way your district deems fit:
   • As individual Times In and Times Out
   • As a total number of hours per day
   • As a total number of horus for the pay period
6. See below for tips on entering data in special circumstances
7. Save & Next Employee will bring up the next hourly employee

The total hours worked for the pay period will show up on the Timecards page after saving. The timecard will remain editable until it has been imported on the payroll register’s Hourly Wages tab.

You can also set up templates to make filling in timecards quicker or even mass create multiple employees’ timecards at once if their hours are predictable. For more information, see Time Card Templates. 

Tips for Recording Hours Worked

Paying for Non-Work Days

By default, only days marked as work days on the employee’s work calendar will be shown on the timecard. If you need to pay an employee for a day they weren’t scheduled to work, such as a weekend, uncheck the Show Work Days Only box at the bottom of the page.

Multiple Times In/Times Out

If the employee is unpaid for certain breaks during the day, you can enter multiple times in and times out. Use the plus (+) sign next to a day to add an additional row for that day, or use the keyboard shortcut alt+shift+A.

For example, the timecard of someone who took an unpaid half-hour lunch may look like this:

Time In	Time Out
8:00 AM	11:30 AM
12:00 PM	2:45 PM

You may add as many additional rows to a day as necessary. If you decide one of the rows wasn’t necessary after all, you can click the trash can icon to remove it.

Multiple Hourly Payroll Items

If the employee has multiple hourly payroll items on a single position, each one will appear in a separate column.

For example, a bus driver may have different hourly items paid at different rates depending on the type of route they drive. Hours for each route should be entered separately so that the correct rates are paid out.

Different Units

Time sheets may be used for employees who are paid for different rates besides hourly. Examples include daily rates, per-class-period rates, and per-bus-route rates.

In these situations, entering Time In and Time Out will not work. Instead, the employee should enter in the total number of units per day or per pay period.