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How to fill the hours worked/ adjustments as a Philippines employee
How to fill the hours worked/ adjustments as a Philippines employee
Kyro Guinto avatar
Written by Kyro Guinto
Updated over a week ago

In case you are in Hourly compensation,

  • If you are on an hourly salary structure, you are required to fill & submit timecards (A timecard is the hours clocked on a particular day) for approval on a daily basis, and the payouts will happen for all the approved hours before the payroll cut-off

    • Approved timecards from your employer will enable Multiplier to calculate your salary based on your hourly rate and the no. of hours you have worked.

  • Follow the below steps to fill, save & submit a timecard for approval in an hourly compensation structure.

Step 1:

Click on “Timesheets” under the “Administration” section on the sidebar.

Step 2:

Click on the “Current” pay-period, as it will contain the current date for which you will have to clock the hours

Note -

2.1) The timecards for the current date gets opened automatically. You will be able to add hours for a past date, but the future dates will remain locked.

2.2) All the days for which hours have not been added will be shown with a “+” icon.

Step 3:

Click on the “+” symbol for the date where you want to update & save hours worked.

Note -

3.1) ​​You will notice 2 icons on certain dates in the calendar. The icons indicate that the particular day is either a Rest Day or a Regular Holiday/ Special Holiday.

  • Umbrella icon - Rest Day

  • Calendar icon - Special or Regular Holiday

3.2) if you have previously filled the timecard for a particular day, but not submitted, the no. of hours will be auto-saved on your current timesheet as regular hours and will be shown with “pending” status. However, you can edit & update the information if needed.

Step 4:

To select the Day Type, click on the dropdown on the right side of the date. The applicable Day Types are as follows:

  1. Working Day

  2. Rest Day

  3. Regular Holiday

  4. Special Holiday

  5. Regular holiday falling on Rest Day

  6. Special Holiday falling on Rest Day

Note -

  • The default Day Type will depend on the day you are filling the timesheet. However, you can change the Day Type as applicable.

For example:

If you are filling a timesheet on the 25th of December 2022, the Day Type will default appear as a Regular Holiday. If the 25th falls on a Sunday, by default, the Day Type will appear as Regular Holiday on Rest Day. However, you can change the Day Type to Working Day if your employer pays you the same rate on the 25th of December.

  • When a Regular Holiday falls on your Rest Day, the Day Type will be auto-selected based on your holiday calendar.

  • When a Special Holiday falls on your Rest Day, the Day Type will be auto-selected based on your holiday calendar.

  • If you have worked on a holiday, the dropdown will be auto-selected as a rest day or regular or special holiday, or a combination of these. However, if your employer doesn't pay differently for working on these holidays, you can toggle them off to record your hours as a regular working day.

Step 5:

The modal that opens up can be of 2 types

  1. Type 1 - Enter the clock-in and clock out time, along with the break time

  1. Type 2 - Enter the total hours worked for that particular day

    1. In case there are any OT hours/ NSD hours, turn on the corresponding toggle and add the number of OT hours/ NSD hours

    2. Generally, overtime in night shift hours is applicable from 10 pm - 6 am. However, there could be exceptions to this scenario.

Note -

  • Overtime in Night Shift does not apply when you choose to work in the night shift to cover up for your lost hours during the day.

Note -

  • The modal type that opens up depends on setting chosen by your administrator.

  • In type 1 modal, clock-in / clock-out type, the number of NSD, OT hours are autocalculated based on the inputted start time and end time

  • Once clicked on update, you will be able to see the summary of total hours worked and to get a more granular data on how many OT/ NSD hours, you can hover over the hours worked

Step 6:

All the timecards with pending status can be submitted for approval by clicking on the Floating action button that appears below

Note:

  1. All the timecards, with pending status, will be autosubmitted for approval on the submission cut off date

    1. For instance, your regular pay period is May 1 - 15, then the auto-submission cut off is May 16 (Pay period end date +1)

  2. If you want to submit only few dates for submission, you will be able to multiselect on the left and submit for approval.

  3. Once submitted, the status for those timecards will show “submitted”. It will change to approved once the employer has approved the same.

In case you are in non-hourly compensation,

  • If you are on an non-hourly salary structure (monthly/ annually etc), you are required to fill & submit timecards (A timecard is the hours clocked on a particular day) only for any adjustments, related to OT/ NSD/ holiday works, that you might have for a particular date and the payouts will happen for all the approved adjustments in the upcoming payroll.

    • You are expected to add any adjustments for any cycle in the same cycle itself.

      • For instance, for the cycle of May 1 - 15, you are expected to add the adjustments for any date on or before May 16.

  • Follow the below steps to fill, save & submit a timecard for approval

Step 1:

Click on “Timesheets” under the “Administration” section on the sidebar.

Step 2:

Click on the “Current” pay-period, as it will contain the current date for which you will have to clock the hours

Note -

2.1) The timecards for the current date gets opened automatically. You will be able to add hours for a past date, but the future dates will remain locked.

2.2) All the days for which hours have not been added will be shown with a “+” icon.

Step 3:

Click on the “+” symbol for the date where you want to update & save hours worked.

Note -

3.1) ​​By default, your workshift data will be auto-populated. In case of any adjustments to the start time/ end time, you will have to update the same.

3.2) You will notice 2 icons on certain dates in the calendar. The icons indicate that the particular day is either a Rest Day or a Regular Holiday/ Special Holiday.

  • Umbrella icon - Rest Day

  • Calendar icon - Special or Regular Holiday

3.2) if you have previously filled the timecard for a particular day, but not submitted, the no. of hours will be auto-saved on your current timesheet and will be shown with “pending” status. However, you can edit & update the information if needed.

Step 4:

To select the Day Type, click on the dropdown on the right side of the date. The applicable Day Types are as follows:

  1. Working Day

  2. Rest Day

  3. Regular Holiday

  4. Special Holiday

  5. Regular holiday falling on Rest Day

  6. Special Holiday falling on Rest Day

Note -

  • The default Day Type will depend on the day you are filling the timesheet. However, you can change the Day Type as applicable.

For example:

If you are filling a timesheet on the 25th of December 2022, the Day Type will default appear as a Regular Holiday. If the 25th falls on a Sunday, by default, the Day Type will appear as Regular Holiday on Rest Day. However, you can change the Day Type to Working Day if your employer pays you the same rate on the 25th of December.

  • When a Regular Holiday falls on your Rest Day, the Day Type will be auto-selected based on your holiday calendar.

  • When a Special Holiday falls on your Rest Day, the Day Type will be auto-selected based on your holiday calendar.

  • If you have worked on a holiday, the dropdown will be auto-selected as a rest day or regular or special holiday, or a combination of these. However, if your employer doesn't pay differently for working on these holidays, you can toggle them off to record your hours as a regular working day.

Step 5:

The modal that opens up can be of 2 types

  1. Type 1 - Update the clock-in and clock out time, along with the break time

  1. Type 2 - Enter the total hours worked for that particular day

  1. In case there are any OT hours/ NSD hours, turn on the corresponding toggle and add the number of OT hours/ NSD hours

  2. Generally, overtime in night shift hours is applicable from 10 pm - 6 am. However, there could be exceptions to this scenario.

Note -

  • Overtime in Night Shift does not apply when you choose to work in the night shift to cover up for your lost hours during the day.

Note -

  • The modal type that opens up depends on setting chosen by your administrator.

  • In type 1 modal, clock-in / clock-out type, the number of NSD, OT hours are autocalculated based on the inputted start time and end time

  • Once clicked on update, you will be able to see the summary of total hours worked and to get a more granular data on how many OT/ NSD hours, you can hover over the hours worked

Step 6:

All the timecards with pending status can be submitted for approval by clicking on the Floating action button that appears below

Note:

  1. All the timecards, with pending status, will be autosubmitted for approval on the submission cut off date

    1. For instance, your regular pay period is May 1 - 15, then the auto-submission cut off is May 16 (Pay period end date +1)

    2. However, please note that your auto-filled workshift hours will be auto-approved. Approval is needed ONLY for those days where you have made any adjustments.

  2. If you want to submit only few dates for submission, you will be able to multiselect on the left and submit for approval.

  3. Once submitted, the status for those timecards will show “submitted”. It will change to approved once the employer has approved the same.

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