Set up the time clock and payroll: who clocks in, work locations, pay periods and overtime

Set up payroll in this order

Open Employee Management > Time clock & payroll (Payroll & HR staff: Payroll & HR > Time clock & payroll). Its tabs are Payroll, Work locations, Settings and Payroll settings.

1. Settings tab: choose how often you pay, the first day of a pay period, overtime and whether workers see pay (below).
2. Work locations tab: add your yard or office if people must clock in there (below).
3. Turn on the clock and set the Hourly Rate ($) for each driver and employee who clocks in (below).
4. Contractors or Dayforce: fill in the Payroll settings tab and each contractor's Inc / corporation name and Pay & tax card (see the Payroll settings guide).
5. Someone else runs payroll? Give them Payroll & HR access (see that guide).
6. Every pay period, check shifts and approve the pay period on the Payroll tab (guide on approving a pay period).

Turn on the clock for a person

Only people with the timesheet turned on can clock in.

1. For a driver: open Driver Management > Drivers, open the driver and click Edit on the Licence & employment card. Under Timesheet Settings, turn on Requires Timesheet Clock In/Out, enter the Hourly Rate ($) and click Save Changes. A rate change asks for an Effective date and Reason. Add driver has the same Timesheet Settings.
2. For an office employee: open Employee Management > Employees, click Edit employee and open the Compensation tab. Under Timesheet Settings, tick Requires Timesheet Clock In/Out, enter the Hourly Rate ($) and save.
3. The person now sees Timesheet (drivers) or My Timesheet (staff) in their menu.

Make people clock in only at the yard or office

Work locations are optional. With Clock in only at work locations turned on, people can clock in and out only when their phone is at one of your locations.

To let one person clock in anywhere (say, a highway driver), turn on Can clock in anywhere under Timesheet Settings on their Edit form. The Payroll tab shows Anywhere by their name.

1. Open Time clock & payroll and click the Work locations tab.
2. Under Add a work location, enter a Name and Address, then click Find the address. If you are standing at the yard, click Use my current location instead.
3. Pick the Allowed distance. 200 m covers most yards. Click Add location.
4. Open the Settings tab, tick Clock in only at work locations and click Save settings. This only works once you have at least one location.
5. To pause a location, click Turn off. With no locations left, everyone can clock in anywhere.

Choose how often you pay, overtime and what workers see

1. On the Settings tab, under Pay period, pick How often you pay: Weekly, Every two weeks, Twice a month (the 1st to the 15th, then the 16th to the end of the month) or Monthly.
2. Pick the First day of a pay period: the first day of any one pay period. Weekly and every-two-weeks periods repeat from it.
3. Overtime is off unless you turn it on. Under Overtime, tick Calculate overtime, enter Overtime after (hours a week), for example 44 in Ontario or 40 in most US states, and pick the Overtime pay rate (1.5×, 2× or 1.25×). Truck drivers often have different overtime rules.
4. Under What workers see, untick Show pay on the Clock screen if workers should see hours only. This also leaves the pay amount out of the notice they get when a pay period is approved.
5. Click Save settings.

Check and fix shifts on Timesheets

Employee Management > Timesheets lists every shift. Click Filters to narrow the list. Click the check mark (Approve) to approve one shift, or the pencil (Edit times) to fix it: change Clock in or Clock out, type the Reason for the change and click Save changes. Click Export for a CSV. Shifts in an approved pay period are locked until you reopen it.

Good to know

After 10 hours clocked in, the person gets one Still working? message. After 8 hours away from your work locations, they are asked once if they are done for the day.

Pay is hours times the hourly rate in effect on each shift's date, plus overtime if turned on. It does not include taxes or deductions. Only the fleet owner and staff with Payroll & HR access can open Time clock & payroll and change pay rates.

Nobody is set to clock in yet means no one has Requires Timesheet Clock In/Out on.