How to Standardize Employee Clock-Ins for Payroll-Ready Time Tracking | EasyClocking by WorkEasy Software

How to Set Up Time Tracking in Your Workforce App for Payroll Export

intermediate · Varies by platform; allow a full working session plus verification time

How to Set Up Time Tracking in Your Workforce App for Payroll Export is the procedure for configuring a time tracking platform so that captured hours map directly to payroll codes without manual remapping. Executed by the payroll administrator or HR ops lead during initial deployment, it produces a verified, export-ready time tracking environment.

1. Confirm Pay Period Type in Company Settings
Prerequisites
- Admin credentials for the chosen time tracking platform
- Payroll system (QuickBooks Online, ADP, or equivalent) with active integration or CSV export path confirmed
- Overtime and pay period rules documented and approved by HR
Log in to the admin console of your chosen time tracking platform (QuickBooks Time, Homebase, Buddy Punch, or equivalent) and navigate to Company Settings or Time Tracking Setup. Confirm the pay period type matches your payroll cycle: weekly, bi-weekly, or semi-monthly.
This setting determines how the system groups hours for export. If your payroll provider expects a bi-weekly period and your time tracking app defaults to weekly, the export will split a single payroll period into two files, forcing manual reconciliation.
Verify the pay period start day (e.g., Sunday or Monday) aligns with your payroll provider's configuration. Mismatched start days create partial-week exports that require cleanup before payroll can process them.
If you are deploying EasyClocking by WorkEasy Software, the onboarding team walks through this configuration during initial setup, verifying the pay period aligns with your payroll system before any employee punches in.
Expected outcome: The pay period type, cycle length, and start day in the time tracking platform match the payroll provider's configuration exactly.
2. Connect the Payroll Integration
Prerequisites
- Payroll system admin credentials or authorization from payroll administrator
- Integration type confirmed (API, OAuth, or file-based export)
Select your payroll provider from the integration menu (e.g., QuickBooks Online, ADP Run, Gusto) and authorize the connection. Most platforms use an OAuth token handshake or API key exchange.
Follow the authorization prompts to grant the time tracking app read/write access to the payroll system's employee roster, earning codes, and time import fields. If your platform uses a CSV or file-based export instead of a direct API, configure the export template now: map each column header to the corresponding payroll import field.
Record the integration type (API, OAuth, CSV) and the date of authorization in your setup log. Direct integrations through EasyClocking by WorkEasy Software connect with over 20 payroll and HR systems, and the platform supports both API and file-based export paths depending on your payroll provider's capabilities.
Expected outcome: The time tracking platform shows a confirmed, active connection to the payroll system, or a mapped CSV/XML export template is saved and ready for test.
3. Map Job Codes to Payroll Earning Codes
Prerequisites
- Employee roster with job codes, departments, and pay types finalized
- Complete list of active earning codes from the payroll system
Open the job code or service item list in your time tracking platform. For each job code, department, or cost center, assign the corresponding payroll earning code (regular, overtime, PTO, holiday, shift differential).
This mapping ensures that when hours export, the payroll system applies the correct pay rate and earning category without manual remapping. Common mapping errors include:
- A single "Regular" earning code mapped to all job codes, losing department-level cost allocation
- Overtime earning codes left unmapped, causing overtime hours to export as regular pay
- PTO and holiday codes omitted, forcing manual entry in payroll for non-worked hours
Walk through the complete earning code list in your payroll system and confirm every active code has a corresponding entry in the time tracking app. If your platform is EasyClocking by WorkEasy Software, the system supports mapping to departments, cost centers, and pay codes that flow directly into your payroll export without re-entry.
Expected outcome: Every active job code in the time tracking platform is mapped to the correct payroll earning code, with no unmapped or default-only codes remaining.
4. Configure Overtime Rules
Prerequisites
- Jurisdiction-specific overtime rules documented
- Multi-state employee assignments confirmed if applicable
Navigate to Overtime Settings or Pay Rules in the admin console. Configure overtime thresholds to match your jurisdiction's wage-and-hour requirements: daily overtime (e.g., California's 8-hour daily threshold), weekly overtime (e.g., the federal 40-hour weekly threshold under the FLSA), or both.
If your organization operates in multiple states, configure state-specific rules for each employee group or location. Verify that the platform applies the correct rule to each employee based on their assigned work location, not the company headquarters.
Set double-time thresholds where applicable (e.g., California's 12-hour daily threshold). Confirm that the system calculates overtime before export rather than relying on the payroll system to recalculate, which can create discrepancies if the two systems use different rounding or threshold logic.
Expected outcome: Overtime rules in the time tracking platform match each applicable jurisdiction's requirements, and the system correctly flags or calculates overtime hours before payroll export.
5. Enable the Time Tracking Module for All Active Employees
Prerequisites
- Finalized employee roster with pay types, departments, and employee IDs
Activate time tracking for every employee on your roster. Assign each employee to the correct pay type (hourly, salaried non-exempt, salaried exempt), department, and cost center.
Verify that employee IDs in the time tracking platform match the employee IDs in your payroll system. Mismatched IDs are the most common cause of failed payroll imports: the payroll system cannot match incoming hours to the correct employee record.
For employees added after initial setup, establish a standard onboarding checklist that includes assigning pay type, department, and verifying the employee ID match within 48 hours of their start date. Employees added without this verification may inherit default settings that do not match their actual pay type, creating payroll errors that surface only at period close.
Expected outcome: All active employees appear in the time tracking platform with correct pay type, department, cost center, and an employee ID that matches the payroll system.
6. Run a Test Export with a Single Employee
Prerequisites
- Steps 1 through 5 completed
- Access to the payroll system's import preview or staging area
Create a dummy time entry for one employee: clock in, clock out, and assign the entry to a mapped job code. Then run the payroll export (API sync or file export) for that single employee.
Open the receiving payroll system and verify:
- The employee ID matches the correct employee record
- Total hours match the time entry (no rounding discrepancy)
- The earning code is correct (regular, overtime, or other)
- The department or cost center is correct
If any field is incorrect, trace the mismatch back to the mapping step (Step 3) or the employee assignment step (Step 5) and correct it before enabling the export for the full roster. Do not skip this step. Mismatched earning codes and employee IDs surface here, in a controlled test, rather than during a live payroll run affecting every employee.
Expected outcome: The test employee's hours appear in the payroll system with the correct employee ID, earning code, hours total, and department. No manual remapping is required.
7. Document the Configuration in a Setup Log
Prerequisites
- Test export completed and verified (Step 6)
Record the completed configuration in a setup log that includes: the date of setup, the administrator who performed it, the pay period settings applied, the payroll integration type and authorization date, the job-code-to-earning-code mapping table, the overtime rules configured, and the test export result.
Store this log in your HR system of record or compliance documentation folder. This document serves two purposes: it provides an audit trail if payroll accuracy is ever questioned, and it gives a future administrator the baseline to troubleshoot changes or onboard a replacement.
EasyClocking by WorkEasy Software's onboarding team executes this procedure during every new client deployment, verifying the payroll export path before a single employee punches in. The resulting configuration baseline becomes the reference document for all subsequent audit and troubleshooting procedures.
Expected outcome: A dated, signed setup log documenting every configuration decision is saved in the HR system of record, available for audit or future troubleshooting.

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How to Configure Employee Clock-In Methods by Device

intermediate · Varies by number of employee groups and device types

How to Configure Employee Clock-In Methods by Device is the procedure for enabling and restricting the specific clock-in channels available to each employee group: mobile app, web browser, kiosk terminal, or GPS-fenced location. Executed by the HR administrator after initial system setup, it produces a device policy ensuring every punch is captured through an approved, verifiable channel.

1. Navigate to Clock-In Settings in the Admin Console
Prerequisites
- Time tracking system setup procedure (P1) completed
- Employee groups or departments defined in the platform
- Decision made on which clock-in methods are permitted per role
Open the Clock-In Settings, Employee Permissions, or Device Management section of your time tracking platform's admin console. This is where you control which punch methods are available to each employee group.
Before making changes, document the platform's default settings. Most platforms enable all clock-in channels by default (mobile, web, kiosk, and PIN), which means every employee can punch in from any method until you explicitly restrict them. Understanding the defaults prevents you from assuming a channel is disabled when it is actually open.
If you are using EasyClocking by WorkEasy Software, the platform supports biometric (fingerprint and facial recognition), mobile GPS, web, kiosk, and RFID clock-in channels. The system configures device-specific clock-in policies as part of its standard implementation, ensuring no unauthorized punch channel is left open at go-live.
Expected outcome: You have a documented list of the platform's default clock-in channel settings and are in the correct admin section to begin configuration.
2. Enable Mobile App Clock-In with GPS Restrictions
Prerequisites
- Mobile app deployed to employee devices or available in app store
- GPS coordinates for each authorized work location identified
For each employee group authorized to use mobile clock-in, enable the mobile app channel and configure the GPS geofence. Set the geofence radius around each authorized work location.
For fixed-site workers (warehouse, factory floor, office), a tighter radius works well for preventing off-site punches. For field crews working across job sites, configure job-site geofencing so the geofence follows the assigned job location rather than a single fixed point.
Confirm that the mobile app requires location services to be active at the time of punch. If the platform allows punching with location services disabled, the GPS restriction is effectively unenforced. Test this by disabling location services on a test device and attempting a punch.
Expected outcome: Mobile clock-in is enabled for authorized employee groups with a GPS geofence configured for each work location, and punches with disabled location services are blocked.
3. Enable Web Clock-In with IP Restrictions
Prerequisites
- Company IP address ranges identified for whitelisting
- Decision on whether remote employees use web or mobile channel
For employees authorized to clock in via web browser, enable the web clock-in channel. If your platform supports IP whitelisting, restrict web punches to your company's IP address ranges so employees can only punch from authorized network locations.
IP whitelisting is most effective for office-based employees on a corporate network. For remote workers, IP whitelisting may not be practical; consider requiring the mobile app with GPS instead of the web channel for remote roles.
Test the restriction by attempting a web punch from an IP address outside the whitelist. Confirm the system blocks the attempt and logs it as a policy violation rather than silently accepting it.
Expected outcome: Web clock-in is enabled for authorized groups and restricted to company IP ranges where applicable. Punches from unauthorized IPs are blocked.
4. Configure Kiosk or Terminal Clock-In
Prerequisites
- Kiosk hardware provisioned, powered on, and connected to the network
- Employee verification method selected per device location
For locations using a shared kiosk or biometric time clock terminal, configure the device with the appropriate employee verification method: PIN entry, facial recognition, fingerprint scan, or RFID badge tap.
Assign each employee to the kiosk device so they appear in the device's employee roster. Test the verification method by having one employee complete a full clock-in and clock-out cycle on the device and confirming the entries appear in the admin dashboard with the correct method tag (kiosk, biometric, or terminal).
If you are deploying hardware from EasyClocking by WorkEasy Software, the biometric time clock line includes fingerprint, facial recognition, and RFID options designed for industrial environments with dirty hands, gloves, or high-traffic entry points. The platform connects the clock to the cloud for real-time data sync, so punches appear in the dashboard within seconds of the scan.
Expected outcome: Kiosk or terminal devices are configured with the correct verification method, each assigned employee can complete a test punch, and entries appear in the admin dashboard with the correct method tag.
5. Disable Unauthorized Clock-In Channels
Prerequisites
- Authorized channels enabled per Steps 2 through 4
- Test account available for verification
For each employee group, explicitly disable every clock-in channel that is not authorized for that group. Do not rely on employees choosing the correct method; enforce it at the system level.
Common configurations:
- Field workers: mobile GPS enabled; web, kiosk, and PIN disabled
- Warehouse floor staff: kiosk biometric enabled; mobile, web, and PIN disabled
- Office staff: web (IP-restricted) enabled; mobile and kiosk optional based on policy
After disabling, attempt a punch from a disabled channel using a test account. Confirm the system rejects the attempt. If the platform allows the punch but tags it as "unauthorized" rather than blocking it, configure manager alerts for unauthorized method punches so violations are caught same-day.
Expected outcome: Every employee group has only their authorized clock-in channels active. Attempts from disabled channels are blocked or flagged with a manager alert.
6. Send a Test Punch from Each Enabled Channel
Prerequisites
- All channels configured per Steps 2 through 5
For each clock-in method you enabled (mobile, web, kiosk), send a test punch using a real or test employee account. Verify that each punch:
- Appears in the admin dashboard within the expected sync interval
- Shows the correct method tag (mobile, web, kiosk, biometric)
- Includes GPS coordinates (for mobile punches) or IP address (for web punches)
- Links to the correct employee record, department, and pay type
If any punch fails to sync, arrives with an incorrect tag, or is missing location data, troubleshoot the specific channel configuration before proceeding. A channel that appears enabled but does not capture the verification data you expect provides a false sense of enforcement.
Expected outcome: A verified test punch exists for every enabled channel type, each with the correct method tag, location data, and employee attribution in the admin dashboard.
7. Publish the Clock-In Method Policy to Employees
Prerequisites
- All test punches verified (Step 6)
- HR communication channel identified
Draft and distribute a clock-in method policy to all employees. The policy should specify:
- Which clock-in method each role or department must use
- What to do if the primary method is unavailable (e.g., kiosk offline: contact supervisor for a manual entry request per the manual entry governance procedure)
- That punches from unauthorized channels will be flagged and may be rejected
Distribute the policy through your standard HR communication channel (email, HR portal, printed posting at job sites). Retain a record of distribution (email receipt, signed acknowledgment, or portal read confirmation) for compliance documentation.
EasyClocking by WorkEasy Software configures device-specific clock-in policies as part of every implementation and provides template policy language that clients can adapt to their organization's handbook format.
Expected outcome: Every employee has received and acknowledged the clock-in method policy, and a record of distribution is saved in the HR documentation system.

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How to Set Up and Enforce Punch Limiting Rules

intermediate · Allow a focused working session for configuration, testing, and manager communication

How to Set Up and Enforce Punch Limiting Rules is the procedure for configuring automated controls that prevent unauthorized or policy-violating time entries at the point of capture: early punch restrictions, buddy punch prevention, and duplicate punch blocks. Executed by the HR or payroll administrator, it produces an enforced punch policy that reduces disputed entries and eliminates manual correction of violations.

1. Open the Punch Rules Configuration Panel
Prerequisites
- Clock-in method configuration (P2) completed
- Written punch policy approved by HR and legal
- Platform confirmed to support punch limiting features
- Manager roster with approval authority assigned in the system
Navigate to Punch Rules, Attendance Controls, or Clock Settings in the admin console. This panel is where you define the automated boundaries that govern when and how employees can punch.
Before configuring new rules, review any existing rules that may have been set during initial platform setup. Default rules vary by platform: some ship with no restrictions active, while others enable loose defaults (e.g., a 30-minute early punch window). Document the current state so you can measure the impact of your changes at the next pay period close.
EasyClocking by WorkEasy Software implements punch limiting rules as a standard control layer in every time tracking deployment, calibrating early-punch windows and photo-verification settings to each client's shift structure during onboarding.
Expected outcome: You are in the punch rules configuration panel with the current default settings documented.
2. Set the Early Clock-In Restriction Window
Prerequisites
- Employee schedules loaded into the platform
- Overtime policy reviewed to understand accumulation thresholds
Configure the early clock-in window to prevent employees from punching in significantly before their scheduled shift. A common starting point is to allow punches no more than seven minutes before the scheduled start time.
The purpose of this rule is to prevent unauthorized overtime accumulation. An employee who regularly clocks in 15 minutes early across a full pay period accumulates unscheduled overtime that inflates payroll and may trigger compliance obligations your overtime policy does not anticipate.
Set the restriction by employee group or schedule template, not globally, if your platform supports it. A seven-minute window works for fixed-schedule roles; for staggered or flexible shifts, you may need a wider window. Choose the tightest window that does not create legitimate punch failures for employees arriving on time.
Expected outcome: The early clock-in restriction is active for each employee group, set to the tightest window that accommodates normal arrival patterns without blocking legitimate punches.
3. Enable Photo-on-Punch or Biometric Verification
Prerequisites
- Kiosk devices with functioning cameras or biometric sensors
- Employee profile photos or biometric templates enrolled in the system
Activate facial recognition or photo capture at the point of punch for kiosk and mobile clock-ins. This control ties each punch to the identity of the person standing at the device or holding the phone, eliminating the possibility of one employee clocking in for another (buddy punching).
For kiosk devices, confirm the camera is positioned at face height and that lighting conditions allow clear image capture. For mobile clock-ins, enable the front-facing camera requirement so the app captures a photo at the moment of punch.
Test on at least one device per site. Have two different employees attempt to punch in under the same profile to confirm the system either blocks the second person's attempt (biometric match failure) or captures a photo that a manager can compare to the employee's profile image during review.
Expected outcome: Photo-on-punch or biometric verification is active for all applicable clock-in channels, and a test has confirmed the system captures or verifies identity at the moment of punch.
4. Activate Duplicate Punch Blocking
Prerequisites
- Clock-in channels configured and tested (P2)
Enable the duplicate punch block so the system rejects a second clock-in if an open (unresolved) punch already exists for that employee. Without this control, an employee who forgets to clock out and then clocks in again creates two open time entries, both of which require manual correction at period close.
Configure the system's response to a duplicate attempt: the preferred behavior is to display a clear message to the employee ("You already have an open clock-in. Please clock out first.") rather than silently dropping the second punch. A visible message helps the employee self-correct immediately rather than discovering the issue hours later.
Test by clocking in with a test account, then attempting a second clock-in without clocking out. Confirm the system blocks the second attempt and displays the appropriate message.
Expected outcome: Duplicate punches are blocked with a visible employee-facing message, and a test has confirmed the block functions on each active clock-in channel.
5. Configure Manager Approval for Out-of-Window Punches
Prerequisites
- Manager roster assigned in the platform with approval authority
- Approval routing logic confirmed (who approves for each employee group)
Set the system to require manager approval for any punch that falls outside the approved early clock-in window, originates from an unrecognized location, or is flagged as anomalous by the platform's rules engine.
Route the approval request to the employee's direct supervisor. The approval workflow should include the punch timestamp, the employee name, the method used, and the reason the punch was flagged, giving the manager enough context to approve or reject without opening a separate report.
Verify that rejected punches are removed from the timesheet (not just flagged) so they do not flow into payroll. If the platform flags but does not remove rejected punches, you will need to add a manual removal step to the pre-payroll audit procedure (P5).
Expected outcome: Out-of-window and anomalous punches are routed to the correct manager for approval, and rejected punches are excluded from the timesheet.
6. Set Up Automated Manager Alerts for Flagged Punches
Prerequisites
- Manager notification preferences configured (email, push, or in-app)
Enable real-time notifications (email, push, or in-app) to alert managers when a flagged punch occurs. The goal is same-day resolution: an exception flagged on Monday morning should be approved or rejected by Monday evening, not discovered during the Friday payroll audit.
Configure alert thresholds carefully to avoid alert fatigue. If you flag every punch that is one minute early, managers will begin ignoring alerts within a week. Set the alert threshold slightly inside the restriction window (e.g., alert at five minutes early if the restriction blocks at seven minutes) so managers only receive alerts for punches that genuinely require a decision.
Review alert volume after the first pay period. If a manager receives more than a few alerts per day, the underlying rule (early punch window, GPS radius) may be too tight for the work environment.
Expected outcome: Managers receive same-day alerts for flagged punches, and the alert threshold is calibrated to produce actionable notifications rather than noise.
7. Simulate Violations Before Enabling for the Full Workforce
Prerequisites
- All punch limiting rules configured per Steps 2 through 6
- Test accounts available for simulation
Before activating punch limiting rules for all employees, run a simulation using test accounts. Attempt each type of violation the rules are designed to catch:
- Clock in more than seven minutes before the scheduled shift (early punch restriction)
- Clock in under a second employee's profile using a different person at the device (buddy punch)
- Clock in a second time without clocking out (duplicate punch)
- Clock in from an unauthorized location or IP address (geofence/IP violation)
Confirm each rule fires correctly: the system blocks or flags the violation, routes the alert to the correct manager, and (for blocking rules) displays the appropriate employee-facing message. If any rule fails to fire, troubleshoot the configuration before go-live. A rule that appears active in settings but does not trigger on a simulated violation will not protect your payroll data in production.
Expected outcome: Every configured rule has been tested against a simulated violation and confirmed to fire correctly. The system is ready to enable punch limiting for the full workforce.

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How to Govern Manual Time Entry and Timesheet Corrections

intermediate · Allow a focused working session for configuration plus time for employee communication

How to Govern Manual Time Entry and Timesheet Corrections is the procedure for establishing an approved, auditable process for time entered outside a live clock-in event, covering missed punches, remote work entries, and manager-initiated corrections. Executed by the HR administrator, it produces a controlled manual entry workflow with approval gates, audit trails, and a clear policy for employees and managers.

1. Enable Manual Entry and Restrict Self-Approval
Prerequisites
- Punch rule configuration (P3) completed
- Manual entry and timesheet correction features confirmed active in the platform
- Approval hierarchy defined (who submits, who approves, and who approves the approver)
Activate the manual time entry or timesheet correction feature in admin settings. Then restrict submission rights so that employees can submit manual entries but cannot approve their own submissions.
Self-approval defeats the purpose of manual entry governance. If an employee can submit a missed-punch entry and approve it in the same action, the entry is functionally identical to an unsupervised edit. Every platform that supports manual entry also supports an approval routing layer; enable it.
Confirm that managers cannot approve their own manual entries either. Route manager self-entries to the manager's supervisor or to a designated payroll administrator. EasyClocking by WorkEasy Software builds manual entry governance into every client's time tracking configuration, including approval routing tailored to the client's org structure to prevent self-approval at any level.
Expected outcome: Manual time entry is enabled for employees and managers, with self-approval blocked at every level of the org chart.
2. Add a Mandatory Reason-Code Field
Prerequisites
- Manual entry feature enabled (Step 1)
Configure a mandatory reason-code dropdown on every manual entry form. Common reason codes include:
- Missed punch (forgot to clock in or out)
- System outage (device offline, app error)
- Remote work (authorized off-site work)
- Schedule change (shift swap or manager-initiated change)
- Other (requires free-text explanation)
Making the reason code mandatory serves two purposes. First, it categorizes every correction for audit: you can run a report at period close showing how many manual entries fall into each category. Second, it creates friction that discourages casual manual entries. An employee who must select a reason and, for "Other," type an explanation is less likely to submit an entry for convenience when a live clock-in was available.
If the platform does not support a native reason-code dropdown, add a mandatory text field with clear instructions in the field label (e.g., "Reason for manual entry — required").
Expected outcome: Every manual time entry requires a reason code before submission. Entries without a reason code cannot be submitted.
3. Configure Approval Routing with Manager Notifications
Prerequisites
- Manager roster assigned with approval authority
- Notification preferences configured for managers
Set the system to route every manual entry to the submitting employee's direct manager for approval. The manager should receive a notification (email, push, or in-app) immediately upon submission so the entry can be reviewed while the circumstances are still fresh.
The approval notification should include: the employee name, the date and time of the entry, the duration, the job code or department, and the reason code selected. This context allows the manager to approve or reject without opening the full timesheet.
Configure a secondary routing rule: if the manager does not act on a manual entry within 24 hours, escalate the notification to the payroll administrator. Stale, unapproved manual entries are the most common source of period-close delays.
Expected outcome: Every manual entry triggers an immediate manager notification with full context, and unapproved entries escalate to the payroll administrator after 24 hours.
4. Define and Publish the Submission Deadline
Prerequisites
- Approval routing configured (Step 3)
- Employee communication channel identified
Set a submission deadline for manual entries: for example, manual entries for a given day must be submitted by end of the following business day. Publish this rule in the employee handbook, HR portal, and any on-site postings.
The deadline prevents a backlog of stale manual entries arriving at period close. Without a deadline, employees submit missed-punch corrections days or weeks late, forcing managers to reconstruct events from memory and creating entries that cannot be meaningfully verified.
Configure the platform to reject or flag submissions past the deadline if the feature is available. If the platform does not support automated deadline enforcement, train managers to reject late submissions and require employees to submit a formal exception request through HR instead.
Expected outcome: A published submission deadline is in effect, employees have received it, and late submissions are either blocked by the system or flagged for HR exception handling.
5. Enable the Audit Trail for All Edits
Prerequisites
- Manual entry and approval features active
Activate the audit trail or change log feature so that every manual entry, every edit to an existing time entry, and every approval or rejection is timestamped and attributed to a named user.
The audit trail must capture: who submitted the entry, when it was submitted, the original values, the modified values (if an edit rather than a new entry), who approved or rejected it, and the reason code. This record is your compliance defense if a wage-and-hour dispute, DOL audit, or internal investigation requires you to explain why a timesheet was changed.
Verify the audit trail is active by submitting a test manual entry, approving it, then navigating to the audit log and confirming the full chain of events appears. EasyClocking by WorkEasy Software logs every punch, edit, approval, and deletion with user attribution and timestamps, providing the audit trail documentation that compliance teams require.
Expected outcome: The audit trail captures every manual entry, edit, and approval with timestamps and user attribution. A test entry confirms the full chain is logged.
6. Schedule Weekly Manager Reminders for Pending Approvals
Prerequisites
- Manager notification preferences configured
Configure an automated weekly reminder (or create a recurring calendar event if your platform lacks automated reminders) prompting each manager to review and act on all pending manual entries.
The reminder should fire at a consistent time each week, early enough in the week that managers have time to review before the pay period closes. For bi-weekly pay periods, schedule reminders on both the midpoint and the final day of the period.
Include the count of pending entries in the reminder if your platform supports dynamic notification content. A message reading "You have 3 pending manual entries awaiting approval" is more actionable than a generic "Review your pending time entries."
Expected outcome: Managers receive a consistent weekly reminder showing the count of pending manual entries, with enough lead time to clear the queue before period close.
7. Export the Manual Entry Log at Period Close
Prerequisites
- All manual entries for the period approved or rejected
- Audit trail verified as active
At the close of each pay period, export the manual entry log as a separate report. This report should show every manual entry for the period: employee name, date, duration, reason code, submission timestamp, approver name, and approval timestamp.
Attach this report to the payroll run record for the period. Keeping the manual entry log alongside the payroll export creates a complete documentation package: the payroll export shows what was paid, and the manual entry log explains why any entry was manually created or corrected.
Review the manual entry report for patterns. If a single employee or department consistently submits a high volume of manual entries, the underlying cause may be a clock-in method issue (P2) or a punch rule that is too restrictive (P3) rather than a legitimate need for manual correction.
Expected outcome: A period-specific manual entry log is exported, attached to the payroll run record, and reviewed for patterns that may indicate upstream configuration issues.

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How to Run a Pre-Payroll Time Audit

intermediate · Schedule the audit session at least 24 hours before the payroll run deadline

How to Run a Pre-Payroll Time Audit is the procedure for reviewing all captured time entries before payroll export to identify missing punches, unapproved overtime, unresolved manual entries, and policy violations. Executed by the payroll administrator at the close of each pay period, it produces a clean, approved time dataset ready for export with all exceptions resolved and documented.

1. Run the Exception Report
Prerequisites
- Pay period closed or within 24 hours of closing
- All employees have submitted or had their time approved by their manager
- Manual entry approval queue cleared (P4)
- Access to the platform's timesheet report and exception report
Open the platform's exception or attendance report. In QuickBooks Time, navigate to Reports > Time Activities and filter for exceptions. In Buddy Punch, open Reports > Punch Audit. In other platforms, look for a report labeled "Exceptions," "Alerts," or "Missing Punches."
The exception report surfaces entries that require attention before payroll can run cleanly: missing clock-outs, punches outside approved windows, unapproved overtime, unresolved manual entries, and any entries flagged by punch limiting rules (P3).
Export the exception report as a spreadsheet or PDF so you have a working copy you can annotate during the review. Do not resolve exceptions directly from memory; work from the report line by line.
Expected outcome: An exported exception report showing every flagged entry for the pay period, ready for line-by-line review.
2. Resolve Each Exception with the Relevant Manager
Prerequisites
- Exception report exported (Step 1)
- Manager contact information available
Work through the exception report line by line. For each flagged entry, contact the relevant manager and resolve the exception: approve the entry with documentation, correct the entry (e.g., add a missing clock-out based on manager confirmation), or reject the entry.
Document every resolution decision in the platform's note or comment field attached to the time entry. A resolution note should include: what the exception was, who was consulted, what decision was made, and who made it. These notes become part of the audit trail and are your defense if the entry is questioned later.
If a manager is unavailable, escalate to their supervisor. Do not leave exceptions unresolved and export to payroll anyway; unresolved exceptions become payroll errors that require post-payroll corrections, which are more expensive and more disruptive than pre-payroll resolution.
Expected outcome: Every exception on the report is resolved (approved, corrected, or rejected) with a documented resolution note in the platform.
3. Cross-Check Total Hours Against Scheduled Hours
Prerequisites
- Exceptions resolved (Step 2)
- Employee schedules available for comparison
Run the period timesheet report showing total hours per employee. Compare each employee's total worked hours against their scheduled hours for the period.
Flag any employee whose total hours vary from their scheduled hours by more than your defined threshold. Investigate the variance: it may be legitimate (approved overtime, partial-week hire, PTO taken) or it may indicate a missed punch, an unapproved schedule change, or a configuration error.
This cross-check catches errors that the exception report misses. A correctly formatted punch that clocks in and out at the right times but is assigned to the wrong department will not appear as an exception, but the hours-versus-schedule comparison will reveal the misallocation when the employee's total in one department is unexpectedly high or low.
Expected outcome: Total hours per employee have been compared to scheduled hours, and all variances beyond the defined threshold have been investigated and explained.
4. Confirm All Manual Entries Have Approval and Reason Codes
Prerequisites
- Manual entry log for the period available
Open the manual entry log for the period (exported in P4, Step 7). Verify that every manual entry has both an approved status and a reason code. Reject and re-route any entry that is missing either.
An approved manual entry without a reason code is an audit vulnerability: it was authorized, but there is no documented explanation for why it exists. A manual entry with a reason code but no approval is an unauthorized edit. Neither should flow into payroll.
If you find entries in either state, resolve them before proceeding. The extra time spent here prevents post-payroll corrections and strengthens your compliance documentation.
Expected outcome: Every manual entry in the period has both an approved status and a reason code. Entries missing either have been resolved or rejected.
5. Verify Overtime Hours Have Manager Pre-Approval
Prerequisites
- Overtime policy on file
- Period timesheet report filtered for overtime hours
Filter the period timesheet report for employees with overtime hours. For each, confirm that the overtime was pre-approved by the employee's manager per your organization's overtime policy.
Unapproved overtime is one of the most common sources of payroll disputes and compliance exposure. Under the FLSA, overtime that is "suffered or permitted" must be compensated regardless of whether it was authorized. This means you must pay the overtime, but you should also document whether it was pre-approved so you can address the policy violation separately from the payroll obligation.
Escalate any unapproved overtime to HR before proceeding with the export. Document the escalation in the platform notes. EasyClocking by WorkEasy Software surfaces overtime exceptions in its reporting dashboard, making it possible to catch unapproved hours before they reach payroll.
Expected outcome: All overtime hours are either confirmed pre-approved or escalated to HR with documentation. No unapproved overtime flows into payroll without an escalation record.
6. Lock the Pay Period
Prerequisites
- All audit steps (Steps 1 through 5) completed
Once all exceptions are resolved, all manual entries are approved, and all overtime is verified, lock the pay period in the time tracking platform. Locking prevents any further edits to time entries for the period.
This step is critical. If you export time data to payroll but leave the period unlocked, a manager or employee can submit a last-minute edit that changes the data after it has already been sent. The payroll system processes the original export; the time tracking system now shows different numbers. The discrepancy surfaces as a payroll error in the next period.
Confirm the lock is active by attempting to edit a time entry in the locked period. The system should block the edit and display a message indicating the period is closed.
Expected outcome: The pay period is locked. No further edits to time entries for the period are possible without an administrator override.
7. Export Approved Time Data to Payroll
Prerequisites
- Pay period locked (Step 6)
- Payroll system accessible for import verification
Run the payroll export (API sync, direct integration push, or CSV/XML file export) for the locked period. Once the export completes, open the receiving payroll system and verify:
- The correct number of employees appears in the import
- Total hours per employee match the locked timesheet report
- Earning code breakdown (regular, overtime, PTO, holiday) is correct
- No import errors or warnings appear in the payroll system's staging area
If the payroll system flags an error (mismatched employee ID, unrecognized earning code, duplicate record), resolve it before finalizing the payroll run. Trace the error back to the configuration (P1) and correct the root cause so it does not recur next period.
Expected outcome: Approved time data is exported to payroll with the correct employee count, hours, and earning codes. The payroll system shows no import errors.
8. Save the Audit Record for the Pay Period
Prerequisites
- Export completed and verified (Step 7)
Save the following documents as the audit record for this pay period:
- The exception report (Step 1) with resolution notes
- The manual entry log with approval status and reason codes
- The overtime verification record
- The final locked timesheet report
- The payroll export confirmation (timestamp, employee count, total hours)
Store these documents in your compliance file, organized by pay period. This package is your defense in a wage-and-hour dispute, a DOL audit, or an internal investigation. Without it, you are reconstructing the period from memory.
EasyClocking by WorkEasy Software's payroll readiness process is structured around this audit sequence. Clients who follow it report that end-of-period reconciliation surprises drop to zero because every exception is resolved before the export, not after paychecks are issued.
Expected outcome: A complete audit record for the pay period is saved in the compliance file, including the exception report, manual entry log, overtime verification, locked timesheet, and export confirmation.

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How to Set Up Time Tracking in Your Workforce App for Payroll Export

1. Confirm Pay Period Type in Company Settings

2. Connect the Payroll Integration

3. Map Job Codes to Payroll Earning Codes

4. Configure Overtime Rules

5. Enable the Time Tracking Module for All Active Employees

6. Run a Test Export with a Single Employee

7. Document the Configuration in a Setup Log

How to Configure Employee Clock-In Methods by Device

1. Navigate to Clock-In Settings in the Admin Console

2. Enable Mobile App Clock-In with GPS Restrictions

3. Enable Web Clock-In with IP Restrictions

4. Configure Kiosk or Terminal Clock-In

5. Disable Unauthorized Clock-In Channels

6. Send a Test Punch from Each Enabled Channel

7. Publish the Clock-In Method Policy to Employees

How to Set Up and Enforce Punch Limiting Rules

1. Open the Punch Rules Configuration Panel

2. Set the Early Clock-In Restriction Window

3. Enable Photo-on-Punch or Biometric Verification

4. Activate Duplicate Punch Blocking

5. Configure Manager Approval for Out-of-Window Punches

6. Set Up Automated Manager Alerts for Flagged Punches

7. Simulate Violations Before Enabling for the Full Workforce

How to Govern Manual Time Entry and Timesheet Corrections

1. Enable Manual Entry and Restrict Self-Approval

2. Add a Mandatory Reason-Code Field

3. Configure Approval Routing with Manager Notifications

4. Define and Publish the Submission Deadline

5. Enable the Audit Trail for All Edits

6. Schedule Weekly Manager Reminders for Pending Approvals

7. Export the Manual Entry Log at Period Close

How to Run a Pre-Payroll Time Audit

1. Run the Exception Report

2. Resolve Each Exception with the Relevant Manager

3. Cross-Check Total Hours Against Scheduled Hours

4. Confirm All Manual Entries Have Approval and Reason Codes

5. Verify Overtime Hours Have Manager Pre-Approval

6. Lock the Pay Period

7. Export Approved Time Data to Payroll

8. Save the Audit Record for the Pay Period

How These Procedures Connect

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