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 might be time-consuming, susceptible to errors, and a supply of frustration. 

However right here’s the necessary query: how do you truly 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 staff, and file taxes multi function place. 

What’s time card approval?

Time card approval is a vital 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 gentle 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 observe 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 necessary?

Time card approval ensures equity and accuracy with regards to paying your staff. If you overview and approve time playing cards, you may make it possible for everybody will get paid accurately for the hours they’ve labored. 

It helps forestall errors, disputes, and issues with payroll. By having a transparent course of in place, companies can observe the principles and laws set by the legislation 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 necessary step to make it possible for everybody’s handled pretty and that your corporation runs easily.

The legality of time card approval

Correct time card approval performs an important position in defending companies from authorized points. The legislation requires corporations to maintain worker time card data for a particular interval, normally two years. 

By sustaining correct data and implementing a time card approval course of, companies can keep away from penalties and fines that could possibly 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 gives varied strategies to recuperate 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 assert again wages and extra liquidated damages.
  3. Workers having the correct to file a personal lawsuit for again pay, liquidated damages, lawyer’s charges, and courtroom prices.
  4. The Secretary of Labor having the ability to receive an injunction to stop violations of the legislation, equivalent to 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 overview. 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: Evaluation

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

In some instances, if a time card is rejected, it could be despatched again to the worker to make the mandatory modifications themselves.

Step 3: Approval 

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

It’s an necessary closing test 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. Cell apps and web-based time clock instruments like Homebase supply flexibility and comfort, permitting workers to trace their time from wherever. 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 overview 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 expertise 

Fashionable time monitoring applied sciences, equivalent to biometric techniques, cellular apps, or web-based instruments, supply 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 growing total accuracy.

Suggestions for simpler time card approval

Set clear deadlines for timecard submission

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

Simplify the approval course of

Create an easy 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 expertise to automate notifications and routing can cut back administrative work and velocity up approvals.

Use time monitoring software program

Benefit from time monitoring software program that gives environment friendly time card administration options. Search for software program that enables workers to simply document their hours and gives 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 e 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 rapidly.

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 fill out time playing cards accurately and deal with widespread errors or misunderstandings. 

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

Greatest time card approval instruments 

In the case of selecting the best time card approval software for your corporation, it’s necessary to think about the options, execs, and cons of every choice. Let’s take a better take a look at some common instruments and what units them aside:


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

  • Professionals: Homebase is right for small companies and presents extra options like worker scheduling and staff communication.
  • Cons: Whereas Homebase presents 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 Observe

Toggl Observe is a well-liked time monitoring software that features time card approval capabilities. It presents a easy and intuitive interface, detailed time reviews, and customizable approval workflows. 

  • Professionals: Toggl Observe is thought for its ease of use and gives real-time visibility into worker hours.
  • Cons: Toggl Observe’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 software that features time card approval options.

  • Professionals: It presents real-time monitoring, automated screenshot seize, and detailed exercise reviews. Time Physician is appropriate for distant groups and gives in-depth insights into worker work patterns.
  • Cons: The in depth options of Time Physician could also be overwhelming for small companies with easier 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. 

  • Professionals: It presents a user-friendly interface, compliance alerts, and seamless integration with accounting and payroll techniques. Deputy is well-suited for companies on the lookout 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 presents undertaking administration, useful resource allocation, and budgeting capabilities. 

  • Professionals:ClickTime gives a customizable approval workflow and seamless integration with common accounting techniques.
  • Cons: ClickTime’s interface could also be overwhelming for some customers attributable to its in depth functionalities. Some customers have reported occasional glitches or slower efficiency when dealing with massive quantities of information.

Bear in mind, one of the best software for time card approval in the end is determined by your particular enterprise wants and preferences. Take into account the options, pricing, and user-friendliness of every software to make an knowledgeable choice.

Save time on payroll.

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

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