Timecards Overview

Timecards is a subpage within Time & Attendance (Labor → Time & Attendance → Timecards) that displays employee labor data in a browsable grid.

Use Timecards to review punches, overtime, tips, and earnings from labor rules and PTO accruals before exporting labor to payroll.

Labor Data

The labor data displayed in Timecards is linked to the daily sales summary (DSS). Punch data is brought into R365 through a POS integration, third-party time clock integration, or R365 Time Clock.

For labor data brought in through an integration, employee punches are updated based on changes in the polled data. When the pay period is open, updates in polled data are applied to employee timecards. When the pay period is closed, timecards become locked and can't be changed through polled data or manual edits. Learn more about pay periods below.

For labor data brought in through R365 Time Clock, all edits to employee timecards are made directly in the timecard record on the Timecards page.

Punch not showing on a Timecard?

If a punch from R365 Time Clock is missing from the Timecard, use the Punch Action Log to check whether the punch was delivered to the Time Clock service. A punch with a status of Sent has been delivered to the service, but may not have processed into the Timecard yet. If a punch shows Sent but does not appear on the Timecard, contact R365 Support for assistance.

Timecard Issues

When something goes wrong in the Labor Pipeline after a punch is received, the failure can be invisible to the manager. The Timecard Issues feature surfaces those failures directly on the Timecards page so managers can identify and act on them without contacting support.

Issue Types

Overtime & System-Generated Earnings

Overtime and system-generated earnings can be viewed in Timecards. Overtime is calculated through R365 overtime rules. System-generated earnings are generated through labor rules, tip automation, and PTO accruals. These system-generated earnings can be viewed in Timecards but can't be directly edited.

• Updating employee punches or adding or deleting timecards recalculates overtime and earnings generated through labor rules.

• Approving or unapproving a tip distribution updates earnings created through tip automation.

• Approving or canceling time off requests updates earnings created through PTO accruals.

Reviewing Timecards

To help with reviewing labor data before payroll export, timecards are automatically flagged for a series of issues and alerts.

The following issues are always flagged:

• Minor Indicator

• Missed Punches

• Overlapping Shifts

• Overtime

• Failed Calculations

• Suspected Automatic Punch Out

• Break Violations (based on configured break rules)

When schedules are published in R365, timecards are also flagged for:

• Variance to Schedule

• Variance to Scheduled Job

Can I approve Timecards with alerts?

• Timecards with missing punches or overlapping shifts cannot be approved and aren't included in payroll exports.

• Timecards with failed calculations cannot be approved, but are included in payroll exports.

• Timecards with all other alerts can be approved and are included in payroll exports. Learn more about reviewing timecards.

Editing Timecards

An employee's shift details can be edited by opening the associated timecard record. This includes updating punch details, managing breaks, and manually adding additional earnings.

Timecards can't be edited when the pay period is closed. To edit a locked timecard, reopen the pay period first.

Approving Timecards

Approving a timecard confirms it's complete, accurate, and free of unresolved disputes before payroll processing. Timecards can be approved on the Timecards page or within a specific timecard record.

Timecards can be approved at any time, including during closed pay periods. Timecards with missing punches or overlapping shifts can't be approved and aren't included in payroll exports.

When a timecard is edited or updated, it's automatically unapproved. After making changes, review the timecard to confirm it's correct before approving again. Approving timecards at the end of each pay period helps confirm readiness for payroll processing and reduces the risk of export errors.

Both approved and unapproved timecards are included in payroll exports. Approving timecards before exporting helps ensure payroll accuracy.

Required permissions:

Pay Periods & Payroll Export

When pay periods are configured, all timecards for the pay period can be reviewed together. Closing a Time & Attendance pay period locks all of its timecards from further edits and produces a payroll export file.

Time & Attendance pay periods are closed on the Time & Attendance page. Pay periods can only be closed for locations with a configured pay period rule. Only the oldest open pay period for the location can be closed, and only on or after the last day of the pay period. Learn more about pay period configuration below.

Once closed, a pay period can be reopened if any of its timecards need to be edited.

If both Time & Attendance and R365 Payroll (with payroll calendar) are enabled, the Pay Period Date card in Time & Attendance Settings is hidden. In this case, the Payroll Calendar is the source of truth for pay period dates.

Timecard Page & Record

Timecards Page

The Timecards page lists all employee timecards for a selected location and date range. From here, time and attendance details are reviewed and payroll information is exported.

From this page:

• View and Edit Timecards

• Edit Shift Details

• Add, Edit, or Delete Earnings

• Create Timecards

• Delete Timecards

• Review Timecards

• Approve Timecards

• Close and Export Pay Periods

• Reopen Pay Periods

• View Timecard Activity

The activity log on the Timecards page shows combined activity for all displayed timecards.

Timecards

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

From a timecard record:

• Edit Shift Details

• Add or Edit Earnings

• Approve the Timecard

• Manage Timecard Reasons

• Delete the Timecard

• Manage Breaks on the Timecard

• View the Timecard Activity Log

The activity log on a timecard record shows activity for that specific timecard only. A blank timecard record is used when creating timecards in Time & Attendance.

Time & Attendance Setup

The following sections describe the settings and data that affect how timecards are displayed and calculated.

Locations

All locations configured for sales and labor polling appear in Time & Attendance. Only employees with those locations assigned on their employee record are listed.

Employees

Only employees with an R365 employee record are included in Time & Attendance. Each employee is linked with polled labor data and/or R365 Time Clock data. Employees are only available in Time & Attendance when the selected location is assigned on their employee record. Inactive employees are always included so that historical labor can be reviewed and exported to payroll. Learn more about managing employees.

Jobs

Employees can only have timecards for jobs assigned on their employee record. When timecards are created from polled labor data or R365 Time Clock, the job on the timecard is the one included in the labor data. If that job doesn't exist on the employee record, it's automatically added.

Pay Rates

The pay rates displayed on a timecard are typically the rates in the labor data.

• 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 or if the job is manually selected, the employee's pay rate for the job is taken from their employee record.

Changing the job rate for a timecard only updates that timecard. No other timecards or the employee record are updated.

Wage information is only visible to users with the View Hourly Payrates permission.

Work Week

The work week determines the date range of the timecards displayed in week view. The first day of the work week is the day of the week for the start date of the operational calendar.

Labor rules use the work week when calculating week-based labor penalties.

Pay Period Configuration for Third-Party Payroll

The pay period view and pay period summary are only available when pay period rules are configured for the selected location. These rules apply to clients using third-party payroll systems.

It is recommended to configure pay periods for all locations that export labor data from R365 to payroll, even if the file produced when closing the pay period is not used. When labor is not locked, edits made in Time & Attendance or in polled data can be applied to timecards that may have already been exported for payroll purposes.

Learn more about creating and editing pay period rules.

Using the Payroll Calendar with R365 Payroll

The Payroll Calendar defines pay periods and pay dates for R365 Payroll. It supports accurate, timely payments by setting a fixed schedule for compensation. Supported pay cycles include weekly, biweekly, semi-monthly, and monthly.

Each payroll company can only have one calendar. Once created, payroll calendars can be edited for future dates. Past pay dates and the selected frequency can't be changed after setup. A calendar can be deleted only if all its pay periods are fully processed with no scheduled or pending payments.

Note: When both Time & Attendance and R365 Payroll are enabled, the Payroll Calendar becomes the system's source of truth. In this setup:

• The Pay Period tab is hidden in Labor Rules.

• The Pay Period Date card is hidden in Time & Attendance Settings.

• All pay period logic and payroll exports follow the Payroll Calendar setup.

Earning Types

By default, all non-worked earning types are available for manual entry on timecards. These earning types don't impact labor metrics or weighted average overtime calculations. To hide any of the default earning types, contact R365 Support.

Default earning types available for manual entry include:

• Vacation

• Sick

• Bereavement

• Retro Pay

• Service Charge

• Bonus

• Tips Previously Paid

• Tips Reimbursement

• Fringe Benefit

• Advance

• Commission

• Emergency FFCRA Sick

• Emergency FFCRA FMLA

• Holiday

• Additional Holiday

• ISO Disqualifying Disposition

• ISO Qualifying Disposition

• PTO

Schedule

To view variances between scheduled shifts and actual shifts, scheduled shifts must be published in R365 Scheduling. If R365 Scheduling isn't enabled, only actual shift information is displayed on timecards.

Tip Automation

When Tip Automation is enabled, tips from the POS are converted into tip earnings. When an employee contributes to a tip distribution, all contributed tips are removed from their tips total in the Tips column. Tips owed to both contributing and receiving employees appear as a tips earning in the Other Earnings Pay column.

PTO Accruals

When PTO Accruals is enabled, PTO earnings are automatically added on the appropriate date when the employee's time off request is approved. Timecards with PTO earnings appear with a suitcase icon.