Approve hours for payroll

Use Approve for Payroll to confirm how many hours each worker should be paid for the selected week. Attendance provides the information for your review. Payable hours are saved separately, so changing a payroll value does not correct the original check-in or checkout.

Site Managers, Office staff and Approvers can enter hours. Admins and Owners can also approve or reopen the week. Approvers and higher roles can download approved payroll.

Review the week

1. Select the correct week in the dashboard and open Approve for Payroll.
2. Start with Monday. Review each person’s check-in, checkout, site and displayed break deduction.
3. Enter Payable hours as a decimal. For example, 7.5 means 7 hours 30 minutes.
4. Select Save and Continue to save the value and move to the next person.
5. Use Next day to continue through the week, including Saturday and Sunday if there are records.

Saved hours are rounded to 15-minute increments. Enter 0 when no hours should be paid; leaving the field empty means the record has not been completed.

Use the suggested values

Set to worked hours copies the displayed rounded recorded duration into Payable hours. Clamp to Site Hours calculates a value using the site’s start and end times, where those are configured.

Review the value after using either button. These shortcuts do not subtract the displayed break deduction from the value they fill in. Enter the final payable total that your company has agreed, taking the break into account where required.

When someone has no recorded hours

Clockwork may show a blank record for a worker who has recent attendance but none on that working day. Check whether work is missing or the person should receive zero hours.

Use Add another to select a worker who is absent from the day’s list. Enter their payable hours and choose a site if the value is greater than zero. This adds a payroll record; use an attendance adjustment as well if the timesheet itself needs correcting.

Approve the week

After reviewing Sunday’s records, an Admin or Owner selects Approve for Payroll. Every listed record needs a saved value, including zeroes, and every positive value needs a site.

Approval locks the week’s payroll entries and makes Payroll Excel available in Exports. Staff subscribed to Payroll ready for export receive an email.

The Approver role can approve attendance adjustments and holidays, but cannot give this final payroll approval.

Correct an approved week

An Admin or Owner can return to the end of Sunday’s records and select Reopen Payroll. Existing saved hours remain available for editing. Correct them and approve the week again before downloading a new payroll file.

A later attendance adjustment does not automatically replace the saved payable hours. Review payroll separately when an attendance correction affects pay.