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Timekeeping Templates

When employees are typically paid for the same hours every week, a Financial User can create a template for each employee to autofill their timecards. Employees can choose to override the default data if any days need to be changed.

This method may not be ideal for customers who want very specific time-in and time-out data entry. For example, if you pay close attention to whether an employee clocks in at 8:02 AM instead of 8:00 AM, you may not want to autofill the data.

Only Financial Users can create timecard templates. Employees cannot create or modify their own templates.

Template Creation

You may create a timecard template for an individual employee from the same page you would enter an actual timecard for an individual:

  1. Go to Financials Main > Payroll > Timecards > Enter Employee
  2. Select a Pay Period
  3. Select an Employee
  4. Configure Template
  5. Enter the desired data for each day of the week, or a default total number of hours for the pay period
  6. Save
  7. You will be asked whether you want to use the template to populate the timesheet you opened before configuring the template. Pick Yes or No as desired.

You may also create timecard templates from the Mass Create page:

  1. Go to Financials Main > Payroll > Timecards > Mass Create
  2. Select a Pay Period
  3. Clear the filter on the Has Template column, or change the filter to show only employees without a template
  4. Edit an employee who does not a have a template
  5. Enter the desired data for each day of the week, or a default total number of hours for the pay period
  6. Save

Template Usage by Employees

When an employee logs in to the employee portal and creates a timecard, the data from the template will automatically populate the timecard they started.

The employee can choose to override the default data. For example, if an employee normally works from 8 AM - 3 PM everyday, but needed to leave at 2 PM one day this week, they can override the 3 PM end time to 2 PM.

Any changes made by the employee apply to that period’s timecard only, and will not affect the template.

Mass Create Timecards

Financial Users can mass create timecards for employees who have templates as a way to save time.

To mass create timecards:

  1. Go to Financials Main > Payroll > Timecards > Mass Create
  2. Select a Pay Period
  3. Check the employees you want to create timecards for
  4. Save

Each employee’s you select will show with an Unpaid Timecard and the default number of hours can be edited before being approved and/or imported into payroll.