Reviewing and Correcting Your Team's Timesheets

Purpose

The Employees Timesheet page is where you review, correct, and approve every tracked employee's time before it goes to payroll. Spotting missing punches, resolving exceptions, reviewing employee-made changes, approving hours, and syncing them to the pay run all happen here.

When to use this: daily, to work the exceptions while the day is fresh, and at period end, to approve and sync. The period-end steps are in Approving Timesheets and Syncing Hours to Payroll.

Who can do this: users with Employee Timesheet permission for the employees concerned (typically the Employer Admin; Reporting Managers within their team scope). The permission is granted per role under Manage Users, in Employee Access > Additional Information > Employee Timesheet. Row-level actions need Full Access for that employee.

The summary grid

Navigate to Time Tracking > Employees Timesheet. Select the Pay Group and Pay Period; the arrows move between periods. Each row is an employee, and the columns summarize the period:

• Total Paid Hours · Regular · Overtime · Double Overtime
• Time Off · Holiday · Holiday Premium · Break Premium
• Status, the approval indicator for that employee

Icons next to a name flag Notes and Exceptions (missing punches, break issues, unattested entries). Filters narrow the list by Exceptions, Time Attestation, and Approval Status.

[Screenshot: Employees Timesheet summary grid with exception icons; use demo data]

Page actions: Timesheet Import (bulk upload of time entries), per-employee approval and Approve All, Report Download for the period, and Sync Hours to Payroll.

Drilling into an employee

Click a name to open the detailed timesheet. Each day shows its time entry cards (duration, in and out times, shift and job, break summary, notes), a Payroll Hours panel with the day's calculated paid hours, and the approval toggle. Rows marked No Show or Modified need a look.

The header reads "Employee N of M" with Previous and Next arrows (hover to see the neighbouring employee's name). You can walk the whole roster without returning to the grid, and your position survives a page refresh.

Timesheet History is the audit log: who changed what, from where (source and IP address), old and new values, and the note or reason. See Time Entry Audit Trail.

Correcting entries

To fix a clock-in or clock-out, open the employee's detailed timesheet and choose Edit from the entry's Action menu. An entry can be changed only when both of these hold:

1. The employee's hours for the period are not approved. If they are, set the toggle back to Not Approved first.
2. The period is not synced to payroll. If it is, un-sync it, edit, re-approve, and sync again (how).

Future-dated time entries cannot be added.

Adding a time entry

An employer user with Full Access to a person's timesheet can add entries manually. Open the detailed timesheet and click Add Time Entry. A pop-up asks how to enter the time:

• Clock In/Out: use when you know the exact punch times.
• By Duration: use when you only know the total hours worked.

Both types share the same fields: Date & Time (or Date & Duration), a required Job, an optional Shift (if one is assigned for that date), optional Add Break rows for break in and out times, and Notes. On the Clock In/Out form, Apply Break Rule asks UZIO to evaluate the entry against the assigned break rule: eligible breaks are inserted automatically, and missed, late, or short breaks are flagged with any configured premium.

Editing a time entry

Choose Edit on the row. You can adjust the clock-in and clock-out times, Shift, Job, Duration, and break times, and add or delete breaks. You cannot change the entry's date or its type (Clock In/Out or Duration). The same save-time validations apply.

When you save, UZIO recalculates break premiums against the breaks actually taken and any now considered missed or short under the assigned rule. If the result differs from the premium already on the entry, it asks you to choose Use Newly Calculated or Keep Existing. Editing an entry updates its payroll hours immediately. Every change, including the premium choice, is written to the history.

Deleting a time entry

Choose Delete from the Action menu and confirm. A reason is required when manager notes are mandatory in your Time Clocks settings.

Manager approval for employee changes

If Require manager approval whenever an employee manually adds or edits a time entry is on (Time Tracking Settings > Time Clocks), any add or edit an employee makes is held as pending until reviewed. It does not affect payroll totals until accepted.

While a change is pending, the time card shows it clearly:

• New manually added entry. The header reads "New entry pending for approval." The card hides the Shift/Job and break details; the proposed data is inside the Manually Added accordion. The entry does not count toward payroll totals, and the employee's Edit is disabled (they must delete and re-add).
• Modification to an existing entry. The card keeps showing the pre-edit values; the proposed changes are inside the N Modifications by Employee accordion. The employee's Edit is disabled until they cancel the pending modification.

Any employer user with full timesheet access for that employee can act on the change, not only the direct Reporting Manager. Accept and Reject sit below the accordion:

• Accept. A reason is always optional here, even when manager notes are mandatory. The accordion disappears, all sections update to the accepted values, and payroll totals (Regular, Overtime, Double OT, premiums, Total) recalculate immediately. The employee can edit again; any new edit starts a fresh pending cycle.
• Reject. Enter a reason (mandatory when manager notes are required) and optionally check Send email notification to employee. A rejected new entry is deleted. A rejected modification reverts the entry to its pre-edit state, and the employee can re-edit and resubmit.

Employees cannot make further changes while one is pending. To correct a submission they must Cancel Modifications (on a pending edit) or Delete (on a pending new entry) first.

Common problems

Why is an employee's timecard missing?

Two causes account for nearly all of these:

• The device recorded time offline. The entry appears once the device reconnects and syncs, usually within seconds.
• The clock-in never saved. The employee believed they clocked in, but no record exists. Add the entry manually with a note, and remind them to watch for the running-entry confirmation when they punch.

Why can't I edit a time entry?

Work down this list. The first one that applies is your blocker:

1. It is approved. Set the employee back to Not Approved, edit, re-approve.
2. It is synced to payroll. Un-sync the period first (how). Locks tighten further once the pay run is initiated or the pay date passes; those messages are explained there too. If you were adding or editing an entry that reaches into a locked period, you see "The duration of this entry falls into a pay period for whom the hours are either approved or synced to payroll."
3. The employee has a pending change on it. "Cannot edit entry with a pending change request." Accept or Reject their pending add or edit first (or they cancel it), then edit.
4. The entry or pay period is older than 30 days (DSP accounts). "This action cannot be performed because the time entry is older than 30 days." or "This action cannot be performed because the pay period is older than 30 days." Correct the pay through a payroll adjustment instead.

Why won't my entry save?

The save is blocked when times collide or cannot be true: entries cannot overlap ("This time entry overlaps with an existing entry."), breaks must sit inside the entry without overlapping each other, nothing can be future-dated, and there are two 24-hour ceilings: "Time entry should not exceed a duration of 24 hours." (one entry) and "Total hours worked in a day should not be greater than 24 hours." (the whole day). If a day trips the 24-hour cap unexpectedly, look for a duplicate entry or an unresolved missing clock-out inflating it.

An employee is stuck clocked in

Resolve the running entry through the Missing Clock Out flow on their Time Entry detail page. If the clock-out is blocked because they have pending modifications, act on those first (Accept or Reject); the block lifts automatically.

A row shows "No Show", but the person worked

They never punched, so the scheduled shift was marked No Show. Add the worked time manually (Add Time Entry on their detailed timesheet) with a note for the history.

The hours changed after I edited an entry

Editing re-runs the break-premium calculation and asks Use Newly Calculated or Keep Existing. Picking the wrong one is the usual cause. Re-edit and choose the other option. Timesheet History shows which was picked and by whom.

Why can't I change a PTO or Holiday row here?

"You cannot make a change to the Time Off entry here, visit the Time Off module for details." PTO and Holiday rows are read-only on the timesheet by design. Change the underlying request or holiday in the Time Off module and the timesheet updates itself.

Why can't I enter just a duration?

"Duration based time entries are not allowed. Please add the time entries with clock in and clock out time." Your account is an Amazon Delivery Service Partner account, where duration-based entries are disabled. Re-enter the time with clock-in and clock-out times. This is not a setting you can change on the Time Clocks tab.

The pay run already went out with wrong hours

Do not fight the timesheet locks. Fix the pay itself with a special (off-cycle) payroll: Running a Special Payroll.

Related articles

• Approving Timesheets and Syncing Hours to Payroll
• Missed Break Handling and Break Premium Calculations — resolving the Breaks Missing section
• Requiring Employees to Attest Their Time Entries — the attestation status icon
• Understanding Time Entry Exceptions and What Blocks Approval — what the exception icons and filters flag
• Time Entry Audit Trail — the full Timesheet History log
• Manager Override Monitoring for Delivery Associate Time Entries
• Enabling Offline Time Tracking on Mobile — the "timecards missing" offline-sync cause
• Manager view of the same page: Managing Team Timesheets