This article is about Justworks Payroll. What product am I using?
In Justworks Payroll, timecards are used to help employers pay hourly and non-exempt members. Admins with the ‘Manage all timecards’ and/or ‘Manage employee timecards’ permissions are able to record the hours worked by a member, including any overtime, to ensure their employees are compensated correctly.
Keep reading to find out more about how to manage timecards in Justworks Payroll.
Which Members Are Eligible for Timecards
These member types can be paid through timecards in Justworks Payroll:
- Hourly employees
- Hourly contractors
- Salaried non-exempt employees
While salaried non-exempt employees will automatically receive regular salary payments each pay period, they must have a timecard in the platform for logging any overtime hours they may work, as they are eligible for overtime pay.
If you’re uncertain of whether an employee should be classified as non-exempt, you can check out this blog post describing the differences between non-exempt and exempt employees.
When Are Timecards Paid Out
Members who are paid through timecards can be paid on a weekly or biweekly pay schedule. Their timecards will need to be submitted by 2pm EST on the payroll processing date — four business days before the corresponding pay date.
For example, hourly employees getting paid on Fridays will need to have their timecards approved by 11am EST on the Monday before their Friday pay date.
How to Submit Timecards through Justworks Payroll Timecards
If a company is not using Justworks Time Tracking, admins with the relevant permissions can submit timecards by going to the ‘Timecards’ tab on the left hand side menu.
Once on the Timecards page, admins will select the pencil next to the employee they are looking to enter hours for.
The timecards page in Justworks Payroll where all timecards are edited and approved
They will then proceed with entering the hours their employee worked each day.
An employee’s timecard in the process of being edited
To simplify time entry, if an employee worked a consistent eight hours from Monday through Friday, admins can select the icon to automatically fill in eight hours for each of those days.
The icon that auto-fills an employee’s timecard with eight hours per day, Monday through Friday
If an employee has additional job codes or needs paid time off added, admins can add a new line to the timecard to enter paid time off or hours worked under a different job code.
The place on an employee’s timecard where an admin can add PTO or an additional job code
Once all the necessary details have been entered, an admin can click the ‘Save’ button on the right hand side of the screen.
The save button on an employee’s timecard
Once saved, they will see a breakdown of the hours worked per day, and any overtime worked, calculated, and applied.
A completed timecard with a breakdown of regular, overtime and double time hours worked each day
If any adjustments to overtime are needed, they can select Edit overtime to update overtime worked.
Overtime being edited from an employee’s timecard
Once everything looks correct, they can select Save to apply the overtime to the employee’s timecard.
Admins can return to their Justworks Payroll dashboard and scroll down to the ‘Upcoming payments’ section to confirm the amounts set to be paid out to hourly members.
A company’s Justworks dashboard including the Upcoming payments section
Clicking the ‘View estimate’ button next to the applicable pay date will bring up the details of the payroll.
The estimate of a company’s upcoming payments, including the timecard that was approved by an admin
If the upcoming payroll details look correct, no further action is needed on the admin’s side, and the hourly member will receive their payment on the pay date listed.
Automatic settings
Justworks offers three overtime settings to give employers flexibility in how overtime is calculated and applied: Automatic, Admin Initiated, and Manual.
Automatic
The system calculates and applies overtime pay based on an employee’s hours worked and their assigned work location. It helps support wage and hour compliance by determining when overtime or double time should apply in accordance with applicable state and local labor laws. When this setting is enabled, Justworks automatically reviews the total hours entered on a timecard and applies the correct pay type, without requiring manual entry.
Admin Initiated
Justworks will prompt the admin to click Calculate Overtime within an employee’s timecard. Once selected, overtime will be calculated and applied based on the hours worked and applicable rules.
Manual
Admins are responsible for calculating and applying overtime themselves. They must select Add Overtime on the employee’s timecard and manually enter the number of overtime hours to be paid.
Overtime settings can be set and adjusted at any time in Settings > Timecards.
A company’s Timecards settings found under the Company Settings
Justworks Payroll Timecards when using Justworks Time Tracking
For companies using Justworks Time Tracking, Justworks Payroll Timecards will display a single entry per pay period. Regular time, overtime, and double time fields will appear greyed out, as all worked hours are entered and approved through the Justworks time tracking system.
Once a shift is approved in Justworks Time Tracking, the hours are automatically imported into Payroll and are not editable. Any changes to worked hours must be made by editing the shift in Time Tracking. Once reapproved, the updated hours will sync to the Payroll timecard.
While regular time entries are not editable on an employee’s Justworks Payroll Timecard, admins can still manually add PTO directly to an employee’s timecard if needed. This setup helps ensure accuracy and consistency between Justworks time tracking and Justworks payroll records.
Justworks Payroll Timecards for companies using Justworks Time Tracking
For further information regarding how to edit an employee’s shift in Justworks Time Tracking, please refer to this article.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.