Purpose Statement

The Time Card Settings feature within the Scheduling Module enables administrators to configure how time cards are displayed, processed, and approved throughout your organization. This functionality ensures accurate tracking of working hours, work types, and time off categories while establishing automated notification workflows for pending approvals, helping maintain timely payroll processing and compliance requirements.

Background Information

Time Card Settings serve as the central configuration point for your organization's time tracking system. These settings determine how time cards appear to users (weekly or by pay period), control which time types are visible, and establish notification rules for pending approvals. Properly configured time card settings ensure supervisors are promptly notified of pending approvals, reduce payroll processing delays, and maintain accurate records for compliance and reporting purposes. This feature is typically configured during initial system setup and adjusted as organizational needs evolve.

Required Permissions

• Access Scheduling
  
• Access Setup 

Video

Step-by-Step Guide

Navigate to Scheduling > Setup from the main menu, then click on Time Card to access the configuration options.

Enable the Remind if not Approved option to activate automatic notifications for pending time cards. Enter the number of hours that should elapse before the system sends a reminder notification about unaddressed pending time cards.

Choose between Weekly or Pay Period display options. Note that Pay Period settings are configured separately in Settings > Report Settings.

Enable Only Show Time Types Used to display only Work Types and Time Off Types with recorded hours. This setting hides unused categories, creating a cleaner interface for users.

Turn on Notification Options to configure approval notification routing. This reveals Three notification methods:

• Any approver of Time Cards
• Notify on-duty
  
• Let the User Decide on Submit
  

When Any approver of Time Cards is selected, a list of available approvers appears. Check the boxes next to individuals who should receive time card approval notifications.

When Notify on-duty is selected, you can target notifications to:

• Employees with specific Qualifiers
• Employees on specific assignments

This ensures notifications only reach on-duty personnel with time card approval authority.

Click Save in the upper right-hand corner to apply all settings.

Best Practices

• Set reminder notifications to trigger 24-48 hours before payroll processing deadlines
• Use Pay Period display for organizations with bi-weekly or monthly payroll cycles
• Enable "Only Show Time Types Used" to reduce visual clutter and improve user experience
• Configure multiple notification recipients to ensure coverage during absences
• Test notification settings with a small group before organization-wide deployment
• Document your notification workflow for training purposes
• Review and update approver lists quarterly or when personnel changes occur
• Consider using qualifier-based notifications for departments with rotating supervisors

Troubleshooting & FAQs

Q: Notifications aren't being sent for pending time cards

• Verify the "Remind if not Approved" option is enabled
• Check that notification hours are properly configured
• Confirm approvers are selected in the notification options
• Ensure selected approvers have active user accounts

Q: Time card display doesn't match our pay period

• Navigate to Settings > Report Settings to configure pay period parameters
• Verify the correct display option (Weekly vs Pay Period) is selected
• Clear browser cache if changes aren't immediately visible

Q: All time types are showing even though we only use a few

• Enable "Only Show Time Types Used" option
• Ensure time types have been properly configured in the system
• Check that hours have been recorded for active time types

Q: On-duty notifications aren't reaching the right people

• Verify qualifiers are correctly assigned to approvers
• Check that assignments are properly configured
• Confirm on-duty schedules are accurate and up-to-date

Q: Can we have different settings for different departments?

• Time card settings are typically organization-wide
• Consider using qualifier-based notifications for department-specific routing
• Contact support for advanced configuration options

Related Articles

• Submitting Timecards
  
• Approving/Denying Time Cards