Timecard Shift Record

A timecard contains all of the details of a single employee shift. Details include job, pay rate, in and out punches, breaks, and other earnings.

From this page:

A blank timecard record is used when creating timecards in Time & Attendance.

Security

Users must have the following permission(s) to view, edit, approve, or delete timecards:

Labor → Time & Attendance → Timecards →
- View Timecards
- Edit Timecards
- Approve Timecards
- Delete Timecards

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation Steps

Navigate to the Workforce application.
Expand Time & attendance.
Select Timecards.
Click on the row for the desired timecard.
To locate a specific timecard, adjust the location, date range, and/or time type (day, week, or pay period). Additionally, use the Search bar to search the list of available timecards.

Shift Details - Edit Mode

	Field/Button	Description
1	Save Actions	Save - Saves changes to the timecard without approving it. Save + Approve - Saves changes and approves the timecard. The Save buttons are disabled when no changes have been made to the timecard. Save and approve will only be enabled when the timecard is complete without errors (i.e. a missing clock out time).
2	Action Menu	Contains the following actions: Delete - Deletes the timecard. This action cannot be reversed.
3	Expand / Collapse	Expands the timecard to fullscreen, or collapses it when fully expanded.
4	Close	Closes the timecard without saving changes. If changes have been made, the system will prompt the user to save before closing.
5	Shift Details	Lists each punch for the shift in chronological order.
Employee
6	Employee	Employee associated with the timecard. The employee for the timecard cannot be changed unless creating a new timecard.
7	Location	Location where the shift was worked. The location for the timecard cannot be change unless creating a new timecard.
8	Job	Job associated with the timecard.
9	Job Rate	Pay rate associated with the job. If the punch comes from polled data, the hourly wage is based on the pay rate from the polled source for the job worked. If the punch data is from R365 Time Clock, the employee’s pay rate for the job is taken from their Employee Record. When the job is manually selected, the employee’s pay rate for the job is taken from their employee record. Changing the job rate for the timecard will only update the timecard being edited. No other timecards will be updated. The employee’s employee record will not be updated. Wage information is only visible to users with the View Hourly Payrates permission.
Shift (Including breaks)
10	Worked Hours	Total worked hours, including regular hours, overtime hours, and paid breaks. Excludes unpaid breaks.
11	Shift Alert	Indicates that the timecard is one of the following: Cross-Day Shift - The shift crosses the start of day time. PTO - The timecard contains PTO earnings.
12	Business Date	Business date of the timecard. Business dates are determined by the start of day time and may not align with the calendar date.
13	Clock In / Clock Out	Clock in time for the shift (first punch for the shift) and the clock out time for the shift (last punch for the shift).
14	Delete	Deletes the clock in and clock out times.
15	Break Duration	Total duration of the break, calculated from the break start and end times.
16	Break Start / Break End	The time when a break started (clock out time) and the time when the break ended (time returned from break or clock in time).
17	Paid Checkbox	Indicates whether the break time was a paid break or unpaid. When checked, the indicated break time will be paid. Paid breaks are included in the employee's worked hours. When unchecked, the indicated break time will be unpaid. Unpaid breaks are excluded from worked hours calculations.I
18	Add Break	Adds a new break to the timecard. See Manage Breaks on a Timecard.
Earnings
19	System Created Earning	Earning type and dollar amount for an earning created by the system. System created earnings cannot be edited or deleted.
20	Add Earning	Adds earning to the timecard. When adding an earning, select the Earning Type and Amount are required. Learn more about adding and editing other earnings.
Reason for Editing
21	Reason for Editing	Reason why the timecard was edited. The timecard record will not save if a reason is not selected. The following default reasons are created by the system and cannot be deleted: Late Clock In Late Clock Out No Clock In No Clock Out Not Scheduled Termination Wrong Job Users with the following permission can manage timecard reasons from this dropdown menu. Labor → Punch Edits → Create/Edit/Delete Punch Edit Reasons
Activity Log
22	Activity Log	Activity log for the timecard, including: User Recorded action (i.e. added a shift) Action details Date and time Break updates

Read Only Mode

When the pay period for the timecard is closed, the timecard record is locked. It cannot be edited and is visually condensed, as shown in the screenshot below.

To edit the timecard, reopen the pay period first.