11. Preparing Timecards for Payroll

At the end of the week, you should go in Bizimply to approve your Timecards. It’s important to remember to do these at the end of the week only:  once you approve a Timecard it is locked for payroll and will lock your schedules and attendance records, preventing any updates to this information.

Timecards are accessed for each individual location separately, by clicking on the Timecards Icon.  

You’ll be brought to the current week, so let’s return to last week to view a finalised Timecard.

All employees who work in the location are listed on the left-hand side.  You can search for employees here, or you can filter employees here. So let’s filter them from most hours worked to least.

This helps save time as you can approve any zero-hours Timecards for payroll straight away.

Looking at one Timecard in more detail, let’s understand how to check them each week.

On the Timecard you have each day of the week. 

Then the first column is what was on the schedule for this employee for the week, or what was planned.

The second column you can see what actually happened, which is information from the Attendance section.

And the third column is what should be Paid as a choice between the first two columns.  

The next column then is the Schedule the hours are attributed to – so in this case it’s the Back of House schedule.  And the next column is the Position for those hours worked.  If the hours for that day on the timecards were scheduled with a position assigned, both of these pieces of information will update automatically. 

And then lastly, I have the amount of hours worked per day which is calculated as decimals, not minutes. 

So we’ll start off with the top row.

If you start at the top of the card for Monday, we can see that automatic selections have been made on when to start and stop paying employees, based on Scheduled or Punch times. 

This employee clocked in earlier than his Scheduled Time, so I’m only going to pay him from his Scheduled Time of 9am.  This is why this selection is green, and corresponds to the green underlined number in the Paid column.

He also clocked out earlier than his Scheduled Time, so I am only going to pay him till his Punch Time of 16:45, which is now the red underlined number in the Paid column.