Overview: When using time card approvals, Administrators can review employee time cards at the end of the pay period and take action from the Buddy Punch website and mobile app.
Web Instructions:
App Instructions:
Approve or Reject a Single Time Card (Web)
1. Start by clicking the Time Cards tab on your dashboard under the Pending Approval section. Then click View next to the pay period you have time card approvals for:
2. From here, you can either choose to Approve the time card immediately or View it in more detail:
3. Choosing Approve will prompt another confirmation requiring you to select Approve one final time:
4. While choosing View will take you to the employee's time card where you can then review their hours and Approve/Reject:
Tip: The Reset to Draft option can be used if the employee submitted the time card too early or if you want to make changes without fully rejecting it back to the employee.
Important! Resetting to draft will not delete any time on the time card. It simply unlocks it so edits can be made or the employee can continue to punch in/out.
5. If you need to send the time card back to the employee to make changes or make changes yourself as the Administrator, click the Reject button.
If you're ready to approve the time card, click Approve:
6. Whether you Reject or Approve the time card, the action taken will be visible in the Revision History, which can be found at the bottom of an employee's time card:
Bulk Approve Time Cards (Web)
1. To quickly bulk approve time cards, start by clicking the Time Cards tab on your dashboard under the Pending Approval section. Then click View next to the pay period you have time card approvals for:
2. Check the box next to the time card(s) you want to approve and click Approve Selected:
3. You'll then receive a notification that employee time cards were approved:
Reject an Approved Time Card (Web)
1. To reject an approved time card, start by clicking Timecards in the top navigation, followed by View All:
2. Once on the time card page, choose the pay period and then select View next to the employee whose time card you want to reject.
You can see the status of each time card on this page. In this example, we'll be rejecting the Approved time card:
3. Once on the employee's time card, select the red Reject button:
4. You'll be able to briefly review the employee's hours and enter a note. Select the Reject button once more to complete the process:
5. If your employee has the Time Card Approval Status Change email notification enabled, they will receive an email informing them their time card was rejected and will be able to view the note that was entered.
6. The rejection note entered will also be visible at the bottom of the time card under the Revision History:
Reset a Time Card To Draft (Web)
Important! If an employee has submitted a time card too early and it hasn't been approved yet, it can be reset to draft mode. Resetting to draft will not delete any pre-existing time.
1. Start by clicking Timecards in the top navigation, followed by Pending:
2. Once on the time card page, choose the pay period and then select View next to the employee whose time card you want to Reject.
You can see the status of each time card on this page. In this example, we'll be resetting an Approved time card:
3. Once on their time card, select the Reset to Draft button:
4. On the following page, you enter a note and complete the process by clicking Reset to Draft once more:
Once done, an employee's time card will be put back into the draft status, and they can continue tracking time as needed.
Approve or Reject a Single Time Card (App)
1. Start by tapping the Time Cards Pending Approval option from your Dashboard in the app. (Left image below)
2. The Time Card Approvals page will list all employees with a time card pending approval. Tap the employee you want to review. (Middle image below)
3. After you've reviewed hours, you can then tap the Approve/Reject button to take action. (Right image below)
Approving will lock the time card so no more edits can be made either by the employee or management. While Rejecting will send the time card back to the employee so they can make changes.
4. You'll need to confirm your decision by choosing Approve or Reject again, and you can enter a note if needed. (Left image below)
5. If you choose to Approve the time card, you'll get a confirmation message stating the time card for the dates in question is now approved. You'll also now see a message starting the time card can't be edited because it's been approved, along with the option to Reject or Reset to Draft. (Middle image below)
6. If you choose to Reject the time card, you'll get a confirmation message stating that the time card for the dates in question is now rejected. You'll also now have the option to add punches or time off as needed, along with the option to Submit for Approval or Reset to Draft. (Right image below)
Bulk Approve Time Cards (App)
1. Start by tapping Time Cards Pending Approval from the Dashboard. (Left image below)
2. From there, tap the Bulk Approve button in the top right. (Middle image below)
3. You can then check the box next to any worker whose time card you want to approve and then tap Approve Selected. (Left image below)
Once done, you'll receive a confirmation message informing you of how many time cards were approved.
Important! If a time card has pending punches or time off, you would need to take action on those items first, before being able to include it in the bulk approval.
Reject or Reset an Approved Time Card (App)
1. Start by visiting the time card for the employee in question and then tap Reset to Draft. (Left image below)
2. On the next page, you can enter a note explaining why you're resetting to draft (optional) and then tap Reset to Draft to finalize the process. (Middle image below)
3. Once done, you'll receive a confirmation message stating the time card was reset to draft. In this state, the time card is now unlocked, and the employee can either continue punching in/out or adjustments can be made. (Right image below)
Video
FAQs
Q: What happens if an employee submits a time card early?
A: If an employee submits a time card too early, they won't be able to punch in or out. If the time card is approved, it will have to be rejected back to the employee. If the time card is still pending, it can be Reset to Draft.