Daily Timecard Auditing Process

Each morning, plan on auditing timecards for errors and correcting them. Here are some helpful guidelines for auditing and correcting timecards:

Getting Started

1. Navigate to the Timecard page.
2. Select yesterday's date from the date drop-down.
3. Filter by a specific crew by selecting the 'Search' drop-down and selecting a 'Crew' from the Crew drop-down. This will only show you the information for a single crew.
4. Sort the columns by the 'Name' first and then by the 'Start Time'. This will group the employees' timecards together with the first timecard of the day at the top and the rest following chronologically.

Review Details

1. Look for and correct errors: PickTrace automatically flags potential errors with a red error symbol under the name of the employee. The following are automatically flagged:
   1. Missing check-ins: This will occur when there is a checkout without a proceeding checkin. To edit:
      1. Select the timecard
      2. Select the pencil icon to edit
      3. Add a check-in point to complete the start and end times of the timecard.
   2. Multiple check-outs: This will occur when there are two checkouts in a row. To edit:
      1. Select the timecard
      2. Select the pencil icon to edit
      3. Either eliminate one of the check-outs or add a check-in point to complete the start and end times of the timecard.
   3. Missing piece record (warning): This displays for timecards that are associated with either "piece" or "hourly + piece" pay styles but there are no production records tied to that timecard. This error message is not a red flag but instead shows in the 'Piece' column of the timecard grid with the red word 'Missing.' To edit:
      1. Open a new tab of your web browser and navigate to the Production Records page.
      2. Review whether an employee should have a production record during the timecard's duration or if there is a reason why no pieces were tracked during this time.
      3. Either add in a production record or ignore the warning if you know that no pieces were logged during the timecard's duration. 
   4. Overlapping timecards: This displays when timecards overlap each other. To edit:
      1. Select the timecard
      2. Select the pencil icon to edit
      3. Review the details of the timecards and verify the start and end times of each.
2. In addition to the flagged warnings, review timecards for the following:
   1. Correct start and end times per employee
   2. Missing lunches and breaks
      1. 💡Tip - When inserting a break or a lunch into an employee's existing timecards for the day, make sure you add a break or lunch in the middle of the timecard and then add back the timecard after the break or lunch to connect the day together. Otherwise, you will see a gap there.
3. Compare PickTrace timecard details such as job, site/location, and pay style to the crew timesheets to ensure accuracy.
4. Perform a visual check with the Timeline View to make sure everything looks accurate and clean.

Bulk Edits

You can edit multiple timecards at once to minimize the amount of correction actions you have to take.

• To select a list of timecards listed in a group: Select the first timecard, hold the "Shift" button on your keyboard, and then select the last timecard in the list. This will highlight all timecards. Right-click anywhere within the highlighted timecards and select Edit Timecards from the drop-down.
• To select a few timecards which aren't listed together in a group: Select the first timecard, hold the "Ctrl" button on your keyboard, and then select another timecard. Repeat this process, selecting all the individual timecards you want to edit. Right-click anywhere within the highlighted timecards and select Edit Timecards from the drop-down

With both of the above options, you can set the following fields which will update for all selected timecards:

• Checkout time
• Site and location
• Job
• Pay style

💡Tip - When bulk editing timecards in order to change from an hourly pay job to a piecework pay job, make sure to select the check-boxes for both 'Set Job' and 'Set Pay Style'. 

💡 Tip: By auditing timecards daily, you will be able to process and run payroll on a weekly or bi-weekly basis much more smoothly!