Introduction
For any scenario where punches on a closed time card need to be added, removed, or re-allocated—whether to update payroll records for reporting purposes or to retroactively compensate an employee—Empeon Workforce provides the necessary tools to handle these adjustments. There are two methods for adjusting closed time cards, each designed to address specific circumstances in which time punches need to be adjusted.
Adjust Timecard
To make an adjustment to a closed time card for an employee, navigate to their Employee Profile and select "Time card". Then, use the dropdown next to the time card's pay period to select the "History" tab, where all processed pay periods are listed. From there, choose the specific pay period that requires adjusting.
Upon selecting the appropriate pay period, the time card will appear greyed out since it has already been processed. To enable adjustments, click the "Adjust timecard" button, which is represented by a pencil icon in the top-right corner of the time card.
When selecting the Adjust timecard button, there are two options for making adjustments: Adjust and Adjust (Exclude from payroll).
- Adjust - This option allows adjustments to be made to a closed time card to keep payroll records accurate while also applying those changes to the current time card, ensuring the employee is compensated retroactively.
- Adjust (Exclude from payroll) - This option allows adjustments to be made to a closed time card, ensuring that the payroll records are updated accurately. However, these changes will not transfer to the current time card and therefore will not affect the employee's pay in the current pay period. This option is useful when the employee has already been paid for these hours, most often in the form of a manual check.
Upon clicking the Adjust timecard button and selecting the adjustment method, most of the time card will remain greyed out. However, a blue "Void" button will appear next to each day with recorded punches, allowing for the removal of those punches. Additionally, a blue 'plus' sign will be visible along the left side of each row, providing the option to add new punches.
Voiding & Adding Punches
Voiding punches will remove all punches for the entire day; there is no option to void only a single punch, such as a clock-in or clock-out punch.
In cases where punches need adjustment rather than complete removal, voiding the punches will still be the first step, given that individual punches cannot be manually adjusted. Then once the original punches are voided, use the "Add adjustment punch" button to add a new set of punches with the correct times.
When adding new punches, a dropdown will appear where the new times can be entered. This dropdown also allows for making any allocation overrides and adjustments to the pay record for the new set of punches.
Please note that the fields for Allocation Overrides and Override Pay Records can only be managed within this dropdown. Once the new punches are added to the time card, these fields cannot be manually adjusted from the time card interface.
This means that any time a closed time card is being adjusted simply to make changes to the labor allocations or the pay record, it requires voiding the original set of punches, and then re-adding the punches again in order to have these options available.
If any voids or adjustments that have been made need to be removed, simply click where it says Voided (pending) or Adjustment (pending), depending on the adjustment that was made, and the option to 'Undo' will appear. Undoing voided punches will revert them back to the original set of punches.
Current Time Card
For adjustments that were made using the "Adjust" method, those changes will be applied to the current open time card for approval and processing.
Adjustments that were made using the "Adjust (Exclude from payroll)" method will still reflect on the current time card, however it will display as "no payroll" in order to indicate that the adjustment will not be applied toward the employee's pay. Once the current time card is processed, that is when payroll records will be updated.
For further guidance on how to review and approve current time cards, please refer to Empeon's article Time Card Review.