Tag: time card approval

Time Cards

This article applies to all eSchedule users who have the Time Clock / Timekeeping Module activated.

Video Help

Time Clock & Time Cards
(for Members)

Time Cards – for Career Members

  1. Navigate to “Time Clock > Time Card – Career”.
  2. The time card for the current time/pay period will appear. Your time card is “view only”.
  3. To view your time card for a prior period, adjust the “Pay Period” field.
  4. As you work a shift and clock in/our, your hours will automatically appear along with your scheduled shift name/position, clock in/out time, exception codes and comments.

Note: If your time cards had more than 10 pay codes/columns, it will “auto condense” and only display columns that have data. To show all columns, uncheck the “Condensed View” box.

Time Cards – for Volunteer Members

  1. Navigate to “Time Clock > Time Card – Volunteer”.
  2. Your time card for the current month will appear. To adjust the date(s), use the “From” and “To” fields.
  3. As you work a shift and clock in/our, your hours will automatically appear along with your scheduled shift name/position, clock in/out time, exception codes and comments.
  4. You may also view your “Service Hours”.
  5. If your organization has the VIP / Reward Points Module activated, you will also see available points.

Paid Time Off Balances

The amount of available PTO will appear within each “bank” on your time card. For example, if your organization tracks PTO for vacation and sick separately, each of those will appear as their own line item.

Note: As soon as a PTO request is approved, the available hours within the associated bank is reduced.

If you do not see hours listed within the PTO bank, your organization does not track the available hours within eSchedule. It is most likely stored elsewhere; in your payroll provider or software. Contact your supervisor for more information.

Time Card Approval / Signature

Depending on your organization’s settings, you may see a “Time Card Approval” area on the time card. To sign your time card, you can use a mouse (point, click & hold) on a computer or sign with your finger on a tablet device.

The timeframe for which you can approve your time card will vary depending on your organization’s settings within eSchedule.

For Time Clock Administrators: You can receive an e-mail alert/reminder for unapproved time cards, or this can be turned off. Contact our Support Team for assistance.

Time Cards – for Time Clock Administrators

General Time Card View

  1. Navigate to “Time Clock > Time Card”.
  2. The time card for the current time/pay period will appear.
  3. Your personal time card will appear by default. You can view other member’s time cards by either selecting their name in the pull-down or by toggling via the “< and >” arrows next to pull-down.
  4. To view time cards for a prior period, adjust the “Pay Period” field.
  5. You can view inactive member’s time cards by changing the “Status” field to “Inactive”.

Exception Approval in Time Cards

Depending on your organization’s settings, you may have the ability to approve or delete “exceptions” right on the time card.

To approve an exception:

  1. Click the box(es) under the “check mark” column.
  2. Click “Approve”.

To delete an exception:

  1. Click the box(es) under the “x” column.
  2. Click “Delete”.

Note: To edit a specific time card entry, use the “Time Clock Exceptions” or “Administration Clock In/Out” screens.

Time Card Approval

Depending on your organization’s settings, you may see a “Supervisor Time Card Approval” area on the time card. To sign the time card, you can use a mouse (point, click & hold) on a computer or sign with your finger on a tablet device.

The timeframe for which you can approve time cards will vary depending on your organization’s settings within eSchedule as well as the time at which payroll is processed.