Approve Your Time Card: Process & FAQs

Time cards are essential for businesses to track employee hours, additional hours, productivity, and wages. Accuracy is crucial, as errors can result in financial losses and affect employee morale. To ensure accuracy, businesses should use proper tracking methods and systems and train employees on their use. Time card approval is also vital to the payroll process, providing accountability and transparency within the organization. 

As an employee, it's important to take time card accuracy seriously, submit them on time, and follow the necessary procedures to approve your time card in order to protect both employer and employee financial interests.

What is timecard approval and why is it so important?

Time card approval, also known as time card review, is the process of verifying and approving employee timecards to ensure that the hours worked and recorded are accurate and in compliance with company policies and labor laws. 

This process involves managers or supervisors reviewing timecards submitted by employees and verifying that the hours worked match the schedule during a specific time period through a time card app or whichever system may be at use, and that any absences, vacation time or sick days are recorded correctly. 

Time card approval is a crucial task as it ensures that employees are paid accurately for the time they worked and that the company is in compliance with labor regulations. 

Inaccurate and incomplete time entries can lead to employee dissatisfaction, disputes over pay, and even legal issues, so it's vital to ensure that time cards are reviewed and approved accurately and on time.

6 steps of the timecard approval process

The timecard approval process is an essential part of managing employee attendance and payroll processing. It involves several steps that ensure the accuracy and compliance of time records with company policies and labor laws.

Timecard Submission

• Employees record their attendance, hours worked, and any leave taken on their timecards.
• They submit the timecards to their supervisor or HR department for approval by a designated deadline.

Timecard Review

• The supervisor or HR representative reviews the timecards to ensure that they are accurate and comply with company policies and labor laws.

• They verify that the recorded hours align with the work schedule, overtime policies, unapproved time and any leave requests.

Timecard Approval

• The supervisor or HR representative approves the time sheets if they are accurate and compliant.
• Any adjustments to time cards are noted and corrected, with proper documentation and approval.

Forwarding for Payroll

• The approved timecards are forwarded to the payroll department for processing.

• The payroll department uses the timecards to calculate employee compensation and benefits, such as taxes, deductions, and overtime pay.

Payroll Processing

• Payroll processing takes place, and employees are paid according to their approved timecards.
• Paychecks or direct deposits are issued, and employees receive a pay stub that shows their hours, pay rate, deductions, and net pay.

Dispute Resolution

• Any disputes or questions about timecard approval or payroll processing are handled through a formal review process.

• Employees or supervisors can initiate the review process to address any concerns or discrepancies that arise.

Timecard approval automation

Timecard approval automation is a time card software system that streamlines the process of approving employee time cards. It utilizes automation tools, such as AI algorithms and workflow software, to eliminate the need for manual timecard approval processes. 

This technology enables supervisors or HR representatives to easily review and approve employee time cards, ensuring compliance with company policies and labor laws. 

With a time tracking app discrepancies and errors can be quickly identified and corrected, improving accuracy and efficiency in payroll processing. The system also provides real-time data analysis and reporting, enabling companies to make informed decisions regarding labor management and resource allocation. 

By automating the timecard approval process, businesses can save time, reduce errors, and ensure that payroll processing is accurate and compliant.

How to approve time cards in the Atto app

Approving time cards is an important responsibility for managers and supervisors to ensure that employee records are accurate and up-to-date. By understanding how to approve time cards , managers can track employee attendance and productivity, ensure compliance with labor laws, and prevent financial losses. 

Therefore, it is crucial for managers to dedicate time to approve time cards regularly to maintain transparency and accountability within their organization.

Open the Atto app and log in

Launch the Atto app on your mobile device and enter your account credentials to log in to the app.

Navigate to the Timecards tab

From the Atto app home screen, tap on the "Timecards" tab in the bottom navigation menu.

Select the timecard you want to review

From the list of timecards displayed, tap on the one you wish to review and approve.

Review the timecard details

Review the details of the timecard, including the date, time worked, and any leave taken, to ensure they are accurate and comply with company policies and labor laws.

Make any necessary changes

If there are any discrepancies or errors, tap on the "Edit" button to make the necessary changes.

Approve the timecard

Once you are satisfied that the timecard is accurate and compliant, tap on the "Approve" button to submit it for processing.

Get the Atto App and approve your time cards easily

With the Atto app with time tracking features, you can easily approve your time cards and streamline your workflow. By automating the timecard approval process, you can save time and avoid errors, ensuring accurate and timely payroll processing.

FAQs

What happens if your employees are late to approve their time cards?

What happens if you are late to approve your time card ? If employees are late to approve their time cards, it can lead to delays in processing payroll and payments, as well as inaccuracies in tracking attendance and leave. It can also cause frustration and administrative burden for managers and HR personnel. 

Therefore, don't forget to submit your time card in a timely manner and follow up with your manager to ensure timely approval.

Should a supervisor approve employee time cards if he or she is not sure that the leave balances are correct?

No, a supervisor should not approve employee time cards if they are unsure that the leave balances are correct. Doing so could result in inaccurate payroll and could violate company policies or labor laws. 

The supervisor should consult with HR or the appropriate department to resolve any discrepancies before approving the time card.

Can employees approve or edit their timecards after a unit’s timekeeper has signed off on it?

It depends on the company's policies and procedures. Some companies allow employees to edit their timecards after a unit's timekeeper has signed off on it, while others do not. 

However, it is generally recommended that any changes or corrections to timecards should be made as soon as possible to ensure accurate and timely payroll processing.

Can a supervisor approve or edit a time card after the unit’s timekeeper has signed off on it?

The permissibility of a supervisor approving or editing a time card after the unit's timekeeper has signed off on it varies depending on the company's policies and procedures. 

Adequate documentation and approval should accompany any changes or corrections made to timecards to ensure that payroll processing is accurate and compliant.

Do non-exempt employees need to approve their time cards?

Yes, non-exempt employees need to approve their time cards to verify their attendance, hours worked, and any leave taken. By doing so, they confirm that the time clock recordings are accurate and can help avoid any discrepancies in payroll processing. 

Supervisors may also need to approve the time cards before payroll is processed.

What if an employee is not available (i.e., out sick, on vacation, etc.) when it’s time to approve their timecard?

If an employee is not available when it's time to approve their timecard due to sickness, vacation, or other reasons, they should inform their supervisor or HR representative as soon as possible.  

Alternative arrangements, such as designating another employee to approve their timecard, may be made to ensure timely payroll processing.

Can you unapprove an approved time card?

The possibility of unapproving an approved time card varies depending on the policies and procedures of the company. Some companies may permit it if there are inaccuracies or discrepancies, while others may not. 

Nevertheless, to ensure that payroll processing is accurate and compliant, it is important to understand what is time card fraud and that any modifications or corrections made to time cards should be properly documented and approved.

What happens if you don't approve your time card?

What happens if you don't approve your time card ? Failing to approve your time card can result in serious consequences, such as delayed or incorrect paychecks, or even disciplinary action from your employer. 

It is essential to make sure you don’t forget to approve your time card in a timely manner to avoid any negative repercussions.