Timecards and one-time payments

A timecard explains the work behind an employee’s earnings. Its work date, hours and earning code give Team Manager something concrete to review. The source distinguishes manual work from imported time or salary entries. Payroll Specialist follows those records into the pay cycle and checks that the work belongs to the intended period.

A bonus or reimbursement has its own one-time payment request. The amount, currency, effective date and reason explain what the employee should receive. The manager and payroll approval dates preserve the decisions, while the target pay run identifies the intended cycle. Keep the request review separate from the later confirmation that payroll settled.

• Submitted hours. Employee prepares a Draft card and submits it. Team Manager compares the hours and earning code with the work evidence, then approves or rejects the card. The assigned approver keeps the review with the responsible manager.
• Calendar cutoff. The daily cutoff process uses each active calendar’s own cutoff days to identify the eligible period. Cards already manager approved become Locked, with the lock date recorded. Check the result against that calendar’s actual dates.
• Variable pay decisions. Team Manager makes the first-line decision on a submitted request. Above the $5,000 routing threshold, Payroll Manager receives an internal review notice. The required payroll decision must be recorded before the team schedules the payment into its target cycle.

Confirm the source of hours and how units are used for each earning code. Configure the attendance or timesheet connection your team needs. Agree employee matching and how a repeated source event is handled, then compare imported work with the original dates and approval evidence.

Assign the managers responsible for timecards and variable pay. Rehearse requests below, at and above the routing threshold so the team understands the decision path. Agree who records the Payroll Manager decision and who schedules the approved request. Show each person the queue they will use and test access to another manager’s work.

An hourly employee submits work shortly before the payroll cutoff. Team Manager checks the work date and earning code, approves the supported hours and rejects a disputed card. Payroll Specialist reviews the next cutoff result. The approved work should show its lock date; the disputed card should retain the recorded outcome while the manager resolves the source issue.

The same employee has a reimbursement above the routing threshold. Team Manager reviews the reason and amount, then Payroll Manager checks the routed request. Payroll Specialist compares the actual decision dates with the target pay run before scheduling it. During the rehearsal, stop after the internal notice and inspect the request: the team must still be able to identify whose decision is outstanding.

Repeat the cutoff review after the first lock. Check that the already locked work retains its original hours and approval context. This gives the payroll team a case it can use when a manager asks why a late change belongs in a later review.

• Pending Timecard Approvals — Review submitted work assigned to the signed-in approver.
• Pending One-Time Payment Approvals — Check variable pay requests with their reason and manager.
• One-Time Payment Board — Follow requests through preparation, approval and scheduling.

Rehearse inputs to calculation, then continue with review to payslips. Agree source feeds in integrations.