Approve a pay period: check shifts, fix times and companies, reopen

Every pay period on the Payroll tab of Time clock & payroll: check the warnings, fix clock in and out times, move shifts to the right company, approve the pay period with a pay date, and reopen it to fix a mistake.

Check the pay period

The box at the top says Not approved yet, Pay period approved (who, when and the pay date) or Pay period reopened (who and why).

  1. Open Employee Management > Time clock & payroll. The Payroll tab shows the current pay period. Use the arrows to change period.
  2. The cards show Hours, Overtime hours, Gross pay and how many shifts are Not approved yet. Tags warn you about shifts not approved, over 16 h, check, clocked out away and still clocked in.
  3. Each person shows shifts, regular and overtime hours, rate and gross pay. No hourly rate set means they need a rate. Changed in period means their rate changed during the period: each day is paid at the rate in effect that day. People paid a fixed amount show it instead of a rate.
  4. Click the arrow next to a name to see their shifts. Click the name to open the side panel: hours and pay, the split by company, Changes to these shifts, Pay & tax and Pay history.
Time clock & payroll

Fix a clock in or clock out time

  1. Show the person's shifts with the arrow next to their name.
  2. Click the pencil (Edit times), change Clock in or Clock out, type the Reason for the change and click Save. The driver sees the reason on the shift.
  3. To approve one shift, for example a shift over 16 hours that you checked, click the check mark (Approve this shift).
  4. You can also fix times on Employee Management > Timesheets.

Change the company on a shift

With subdivisions (Settings Board, Subdivisions / Entities), each shift belongs to one payroll company. A shift gets its company at clock in from the person's subdivision, or your main company when they have none. A driver's subdivision cannot be changed on screen yet, so move the shift instead.

  1. Show the person's shifts and pick the company in the Company list on the shift.
  2. For several shifts, tick them (the box in the header ticks all of that person's shifts). In the bar at the bottom, pick the company and click Change company.
  3. Each change is kept under Changes to these shifts. After approval, reopen the period first.

Approve the pay period

Approving locks every shift (and trip) in the period, pays each day at the rate in effect that day and sends each worker a notice, for example: Your hours for Oct 5-11 were approved: 42.5 h, $1,190.00. The pay part is left out if Show pay on the Clock screen is off. It arrives in DriverPass, on their phone and by email. Drivers get no email while Pause driver emails is on.

  1. Fix the times and companies, and approve or fix each shift over 16 hours.
  2. Click Approve pay period, enter the Pay date (it goes on contractor invoices) and click Approve pay period.
  3. If you pay contractors, their invoices and the Dayforce files are made next. See the guide on contractor invoices and Dayforce.
Time clock & payroll

Why you cannot approve yet

This pay period is not over yet: you can approve from the day after its last day.

Still clocked in: everyone must clock out, or you fix their times, first.

Over 16 h: approve or fix each shift over 16 hours, one by one.

Part of these dates is in another approved pay period: reopen that period first. This can happen after you change how often you pay.

Trips with no pay: add the distance with Edit trip, or a trip pay rule.

Reopen a pay period

Reopen only to fix something. When you approve again, pay is worked out again, only workers whose hours or pay changed get a new notice, and contractor invoices keep their numbers.

  1. Go to the period and click Reopen period.
  2. Type Why are you reopening it? and click Reopen period.
  3. Make your changes, then click Approve pay period again.

Payroll staff and their own shifts

Payroll staff cannot edit, approve or move their own shifts. When they approve the period, their own shifts are left and the box shows how many still need the fleet owner. The fleet owner clicks Approve them.

Download payroll files

Under the table: Payroll summary (CSV), All shifts (CSV), QuickBooks Online (CSV) and QuickBooks Desktop (IIF). The summary and QuickBooks files include finished shifts only; shifts still clocked in are left out. For QuickBooks Desktop use File › Utilities › Import › IIF Files.

Time clock & payroll
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