Payroll Hours Report
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Is there a report that shows total hours for all employees?
Purpose: Before you run payroll, you want to be confident that you are submitting the correct hours. The Payroll Hours report helps this very purpose so your payroll advisor can review and approve any hours that have not been approved yet before submitting them to Payroll. This guide will teach you how to review this information in the Payroll Hours report.
Payroll Hours
The Payroll Hours report shows you all hours worked for employees in the selected pay schedule for a specific pay period. This report includes regular working hours, overtime hours, holiday hours, paid time off, and total hours.
- Pay Schedule: Select which group of employees you would like to review by selecting the corresponding pay schedule.
- Period: Determine which pay period you want to review. Available options include all dates for pay periods in the last 12 months on a rolling basis.
- Approve All: If you have access to approve hours for all employees in the specific pay schedule, you will see an option to approve all hours in the top right corner.
- Clocked-In: If an employee is still clocked in when reviewing hours to send to payroll, you will see a pop-up box that allows you to manually clock the employee out for a future time and then approve the hours.
- Approved: For a total of approved hours per employee, they show in green, and a green checkmark appears in the far left column.
- Approve: Hover over an employee's name to approve their hours directly in the report.
- Pending: If hours are not available yet for approval, you will see Pending upon hover. Timesheets are open for approval at midnight (employee's timezone) on the last day of the pay period.
Please note that an employee will show in this report if they are active and have Time Tracking enabled at some point during a pay period. For example, if an employee gets terminated during a pay period, the hours worked by the employee before their termination will still show in this report.
To see individual time entries and notes, click on an employee's name within the Payroll Hours report. You can then hover over the notes icon to see detailed notes.
- Full Admin users automatically have access to this report and can approve hours for all employees enabled with Time Tracking.
- Custom access level and manager access level users need to have this report shared with them to view it. A user in any of these access levels can view specific employees with granted access to their Timesheets tabs. They cannot approve hours in this report unless they have permission to approve timesheets in Time Tracking Settings.
- Time Tracking approver(s) need to have this report shared with them to view it. An approver with granted responsibility of approving specific employees' timesheets can see and approve hours for these employees. These users do not need access to the Timesheets tab for these employees to view this information.
If the employee's unapproved hours have changed since you first click to view the report and before approving their hours, you will see a pop-up box that informs you of the update. Click Refresh to see the updated hours.
You can export the Payroll Hours report to Excel or CSV format to break down paid PTO categories* so that you can quickly and easily reconcile all hours submitted during the pay period. Exporting to PDF will reflect the combined PTO hours as shown in the actual report.
*Keep in mind that only PTO categories that are marked as paid time off categories in time off settings will show hours reflected in the Payroll Hours report.
If you export this report, the Employee # will include in the export.