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Time card approval: what’s is, suggestions and instruments

As a small enterprise proprietor, you’re no stranger to the challenges of managing worker time playing cards. The handbook means of reviewing and approving time playing cards will be time-consuming, vulnerable to errors, and a supply of frustration. 

However right here’s the vital query: how do you really deal with time card approval?

On this article, we’ll discover the method of time card approval and why automating it’s important. We’ll additionally introduce you to useful instruments and share easy suggestions for successfully managing the time card approval course of. 

Save time on payroll.

Auto-convert timesheets into wages, catch errors, pay your group, and file taxes multi functional place. 

What’s time card approval?

Time card approval is a crucial step in managing worker attendance and ensuring everybody’s paid accurately for his or her work.

Time card approval is the method of reviewing and giving the inexperienced mild to worker time playing cards earlier than their hours are used to calculate their pay. It’s like checking and saying “sure, these hours are appropriate” earlier than the staff receives a commission. 

By approving time playing cards (additionally referred to as timesheets), you’re ensuring that the recorded hours are correct and comply with your organization’s guidelines and authorized necessities. This helps keep away from errors, time card fraud, disputes, and issues with payroll. 

Why is time card approval vital?

Time card approval ensures equity and accuracy in relation to paying your group. While you assessment and approve time playing cards, you may ensure that everybody will get paid accurately for the hours they’ve labored. 

It helps stop errors, disputes, and issues with payroll. By having a transparent course of in place, companies can comply with the principles and laws set by the regulation and their very own firm insurance policies. 

Time card approval additionally helps you retain monitor of worker attendance and handle your workforce successfully. It’s an vital step to ensure that everybody’s handled pretty and that your online business runs easily.

The legality of time card approval

Correct time card approval performs a significant position in defending companies from authorized points. The regulation requires corporations to maintain worker time card data for a particular interval, often two years. 

By sustaining correct data and implementing a time card approval course of, companies can keep away from penalties and fines that might be imposed by the federal government.

The significance of correct time monitoring

Dependable worker time monitoring helps in preserving data of every worker’s labored hours, however having a time card approval course of ensures that the recorded hours are correct earlier than storing them. This prevents the danger of underpaying workers and having to pay them again wages.

The Division of Labor supplies varied strategies to get better unpaid minimal and/or time beyond regulation wages, together with:

  1. Supervision of again wage fee by the Wage and Hour Division.
  2. Authorized motion by the Secretary of Labor to say again wages and extra liquidated damages.
  3. Workers having the correct to file a non-public lawsuit for again pay, liquidated damages, legal professional’s charges, and courtroom prices.
  4. The Secretary of Labor having the ability to acquire an injunction to stop violations of the regulation, resembling withholding correct minimal wage and time beyond regulation pay.

How time card approval works 

Step 1. Submission 

Step one within the time card approval course of is when workers submit their time card info for assessment. They will both hand in bodily time playing cards in the event that they manually write down their hours or full digital time playing cards if the corporate makes use of trendy time monitoring software program.

Step 2: Assessment

Subsequent, you or a supervisor will rigorously assessment the hours recorded on the time playing cards. They’ve the authority to both affirm the hours as correct or reject them if any changes are wanted. 

In some circumstances, if a time card is rejected, it might be despatched again to the worker to make the mandatory adjustments themselves.

Step 3: Approval 

The ultimate and essential step is while you approve and log out on the time playing cards. This signifies that the time information is verified as appropriate and prepared for use for payroll. 

It’s an vital last verify to make sure that the payroll calculations are based mostly on correct and permitted time data.

Time monitoring strategies

From conventional punch playing cards to trendy biometric techniques, companies have varied choices for monitoring worker work hours precisely. Cellular apps and web-based time clock instruments like Homebase provide flexibility and comfort, permitting workers to trace their time from anyplace. By using dependable time monitoring strategies, you may enhance the accuracy of your time card data.

Streamlining time card approval 

By implementing correct time monitoring strategies, companies can streamline the time card approval course of. With dependable information at hand, managers can assessment and approve time playing cards effectively, lowering the necessity for in depth back-and-forth communication or handbook calculations. 

This not solely saves time but additionally improves total productiveness and minimizes administrative burdens related to time card approval.

Guaranteeing truthful compensation 

Correct time monitoring not solely advantages companies but additionally ensures truthful compensation for workers. When time playing cards mirror precise hours labored, workers can belief that they are going to be paid precisely for his or her efforts. 

This promotes a constructive work surroundings and fosters belief between employers and workers, contributing to increased job satisfaction and worker retention.

Embracing know-how 

Trendy time monitoring applied sciences, resembling biometric techniques, cell apps, or web-based instruments, provide comfort, accuracy, and effectivity. By embracing these technological options, companies can simplify time monitoring for workers and streamline the time card approval course of. 

It permits real-time monitoring, automated calculations, and seamless integration with payroll techniques, lowering handbook errors and rising total accuracy.

Suggestions for more practical time card approval

Set clear deadlines for timecard submission

Be certain workers know when they should submit their time playing cards. Clearly talk the deadlines and clarify the results of submitting late. Having particular deadlines helps keep away from delays and ensures that approvals will be performed on time.

Simplify the approval course of

Create a simple approval course of that eliminates pointless steps. Clearly outline who must approve the time playing cards and set up a system for dealing with any points or escalations. 

Utilizing know-how to automate notifications and routing can cut back administrative work and velocity up approvals.

Use time monitoring software program

Make the most of time monitoring software program that gives environment friendly time card administration options. Search for software program that enables workers to simply report their hours and supplies managers with an easy-to-use interface for reviewing and approving time playing cards. 

Automated calculations and real-time information visibility can significantly velocity up the approval course of.

Enhance communication channels

Set up efficient communication channels between workers and managers for time card submissions and clarifications. Encourage open dialogue and supply platforms like electronic mail or devoted software program for workers to hunt clarification or make changes to their time playing cards.

Clear and immediate communication might help resolve any points shortly.

Conduct common coaching classes

Maintain common coaching classes to teach workers in regards to the significance of correct time monitoring and correct time card submission. Present clear directions on how you can fill out time playing cards accurately and tackle frequent errors or misunderstandings. 

Properly-trained workers usually tend to submit correct time playing cards, lowering the necessity for prolonged back-and-forth communication throughout the approval course of.

Finest time card approval instruments 

In relation to choosing the proper time card approval instrument for your online business, it’s vital to contemplate the options, professionals, and cons of every choice. Let’s take a better have a look at some well-liked instruments and what units them aside:


Homebase is a complete time monitoring and scheduling instrument that gives strong time card approval options. It supplies an intuitive interface, customizable approval workflows, and seamless integration with payroll techniques.

  • Execs: Homebase is good for small companies and affords extra options like worker scheduling and group communication.
  • Cons: Whereas Homebase affords many options, some superior functionalities could also be restricted to paid plans. Moreover, occasional software program updates may have an effect on the consumer expertise.

Toggl Monitor

Toggl Monitor is a well-liked time monitoring instrument that features time card approval capabilities. It affords a easy and intuitive interface, detailed time experiences, and customizable approval workflows. 

  • Execs: Toggl Monitor is thought for its ease of use and supplies real-time visibility into worker hours.
  • Cons: Toggl Monitor’s superior options could solely be accessible in higher-priced plans. Some customers could discover the interface much less visually interesting in comparison with different instruments.

Time Physician

Time Physician is a complete time monitoring and productiveness administration instrument that features time card approval options.

  • Execs: It affords real-time monitoring, computerized screenshot seize, and detailed exercise experiences. Time Physician is appropriate for distant groups and supplies in-depth insights into worker work patterns.
  • Cons: The in depth options of Time Physician could also be overwhelming for small companies with less complicated time card approval wants. It might even have a steeper studying curve for each managers and workers.


Deputy is a workforce administration software program that encompasses time monitoring, scheduling, and time card approval functionalities. 

  • Execs: It affords a user-friendly interface, compliance alerts, and seamless integration with accounting and payroll techniques. Deputy is well-suited for companies searching for a complete resolution to handle their workforce successfully.
  • Cons: Some customers could discover Deputy’s pricing construction comparatively increased than different instruments. The in depth options might also require extra effort and time for preliminary setup and coaching.


ClickTime is a cloud-based time and expense monitoring software program that features time card approval options. It affords challenge administration, useful resource allocation, and budgeting capabilities. 

  • Execs:ClickTime supplies a customizable approval workflow and seamless integration with well-liked accounting techniques.
  • Cons: ClickTime’s interface could also be overwhelming for some customers resulting from its in depth functionalities. Some customers have reported occasional glitches or slower efficiency when dealing with giant quantities of information.

Keep in mind, the most effective instrument for time card approval in the end will depend on your particular enterprise wants and preferences. Contemplate the options, pricing, and user-friendliness of every instrument to make an knowledgeable choice.

Save time on payroll.

Auto-convert timesheets into wages, catch errors, pay your group, and file taxes multi functional place. 


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