Managing employee timesheets on Multiplier is simple and intuitive.
A timesheet consists of all the timecards in a particular pay period. A timecard is the number of hours clocked in on a single day by an employee. An employee must fill out and submit timecards for individual days (if applicable, depending on the employee’s pay rate).
As an employer, you can use timesheets to view and approve all the timecards submitted by an employee in one place. To approve/request changes to an employee timesheet, follow the below steps:
Step 1: Click on “Timesheets” under the “Administration” section on the sidebar.
You can view all the employee timecards that are pending approval, sorted in the order of maximum -> minimum number of days to approve.
Step 2: When you select an employee, you can find all the timecards that are pending approval for that employee under the ‘Pending’ tab, all approved timecards under the ‘Approved’ tab, and all rejected timecards under the ‘Rejected’ tab.
Step 3: To review the hours clocked for each day, you can view the start and end times for each day, along with the total hours worked in the respective column, as shown below.
3.1) You can hover over the hours worked to view the breakdown of hours (if any) - Overtime hours / Night Shift Differential hours etc.
Step 4: Once you have reviewed the hours for each day, you can either approve the days one by one by clicking on the ‘tick mark’ or select multiple days and approve everything by clicking on the ‘Approve’ button at the bottom.
4.1) If you want to reject a particular timecard, you can click on the “X” icon and add the rejection reason for the same.
4.2) Indicate what the employee needs to change on the timesheet and the date on which the change needs to be made.
The timecard will be sent to your employee, the employee can then incorporate the changes suggested. Once that’s done, the timesheet will be sent back to you for approval.
Only admins/ super admins can approve timecards.
The admin can also add the hours for a particular day for any employee. This will ensure that in case the employee is not able to add the hours for some days due to unforeseen circumstances, the approver will be able to add the hours for the employee, thus ensuring timely payment to the employee. This is only possible in case the employee has not clocked the start time and end time.
For employees who are on a monthly payroll, admins need to approve timecards before the cut-off date.
For employees who are on a semi-monthly payroll, the cut-off date will be on the 2nd and 17th of every month.
For employees, the cut-off date for submission of timecards is (Pay period end date + 1 day). For example, for the pay period of 1st to 15th May, the cut-off for employees to submit timecards for approval will be 16th May.
All the employee timecards with 'Pending' status will be auto-submitted for approval on the submission cut-off date. (Pay period end date +1 day).
In the case of hourly employees, if the employee does not fill in time cards and submit them for approval for the current pay period, those days will not be considered for payment. Future adjustments for those specific dates can be made in the next pay cycle.
For monthly/annual pay rate employees, only the days for which the employee has modified the start time and end time must be sent for approval, and all the other days will be auto-approved for that pay period.