3. Timecard Settings

Next we’re going to look at the Timecard Settings.

In the top right-hand corner you’re clicking into Settings, and then on the left-hand side, you choose Timecards, and then you choose Timecard Settings.

The first two Timecard Settings are really important to have correct from the very start, because they cannot be changed once you start approving Timecards in your Bizimply account.  So please consider your choices here carefully. 

Your start day of the week for your Timecards should match the start day of the week of your Schedule or Rota

You can change this by clicking on the yellow pencil button, and then update the start day from the menu, and then click ‘Save’.

You’ll see a dialog box here, which you can just click ahead to overwrite payroll information because you have no payroll information in your account.

Then click back into Timecard Settings and you’ll see that the start day has been updated.

When it comes to the next Setting on what times should be used to create the Timecard, it’s good to understand how the Timecard works.  So I will show you a Timecard. 

If you choose to Create your Times by Punch Times, it means that someone has to clock-in before a Paid Time will populate for them on the Timecard. 

This is what has happened here on the Thursday shift, and for the shifts from Monday to Wednesday. 

You can see there are scheduled shifts for Saturday and Sunday that are not going to be paid because this person has not yet clocked in. 

If you choose to Create your Times by Schedule Times instead, your Timecards will look like this. This means that once someone has Shifts assigned to them on the Schedule, they will automatically be paid for those shifts, whether they clock in or not

Most of our customers choose to Create their Times by Punch Times.  This is because it means they are not automatically paying for shifts unless an employee clocks in.  And also means if an employee covers a shift that wasn’t on their schedule, they are automatically going to get paid for that shift.  

Returning to the rest of the Timecard Settings. If your Sunday hours are paid at a different rate, they should be tracked separately. So choose what you need for this setting based on your payroll requirements. 

And then we recommend that you keep employee positions on your Timecards. So keep this to ‘Yes’.

The last Settings help you to decide when you start paying your employees for their time:  choosing between when they clock in and out, versus when you have scheduled them to start work.  To understand these, I’m going to show you an example of a Timecard again.

The red and green selections between Scheduled and Actual times reflect these Timecard Settings,  and when we choose to start and stop paying employees.

So according to the Settings on this account, if an employee clocks in early, we are only going to pay them from their Scheduled time.

And then if an employee clocks in late, we are only going to pay them from when they clocked in, so their Punch time or Actual Time rather than the start of the shift on the schedule.

If an employee clocks out early, we’re automatically only going to pay them the time they worked,  we’re not going to pay them for their full shift.  So this is paying till their punch time. 

And if an employee clocks out late, we’re automatically not going to pay them for those extra minutes. We’re only going to pay them till their original scheduled time.

It’s important to remember that these are only the automatic selections on your Timecard.  You can override them when approving the hours each week.

So to copy the settings on that account,  if someone clocks in earlier than their scheduled time, I want to pay them for their Schedule time.

If someone clocks in later than their Schedule time, I want to pay them for their punch time.

If someone clocks out earlier than their Scheduled time, I want to pay them for their Punch time.  And if someone clocks out later than their Scheduled time, I want to pay them for their Schedule time.