What is Time Tracking?
Time Tracking is an OnPay add-on that lets workers record the start and end of their workday, as well as paid and unpaid breaks, generating digital time cards of employee hours within each workweek. Worker time cards also automatically document when paid time off balances are used, and which hours qualify for overtime pay.
To get started with Time Tracking in OnPay, you'll need to:
- Select the start of the workweek
- Set overtime rules (if different from the standard FLSA)
- Add a Time Clock to a Worksite
- Designate supervisors who can approve time cards (optional)
- Inform your workers
Go to Time, and click Settings.
- Time Tracking is a subscription add-on built by OnPay that integrates perfectly with your payroll. It can be added to your subscription by going to Company> Billing> Subscription. It can even be bundled with our HR add-on at a discount!
Start of workweek
Choose a day of the week to be the first day of each workweek. Once this day is set, it cannot be changed. Time cards will begin on this day each week, and end on the day preceding this day of the following week, for a total of 168 consecutive hours (1 week). Hours entered within this seven day span are used to determine when overtime pay is owed, with the option to add custom overtime rules.
Overtime rules
You already have a "predefined" overtime rule that meets FLSA requirements. Under this rule, employees earn overtime for hours worked above forty (40) in a workweek. If your employees earn overtime under different conditions, such as daily overtime, or 7th day overtime, you can add a custom overtime rule.
Learn more about adding custom overtime rules→
*Overtime pay for hours below 40 in a week may not qualify for a tax deduction under OBBBA.
Time clocks: Add time clock
When you add a time clock to a worksite, workers assigned to that worksite can clock in and out as they begin and end their shifts. OnPay then generates worker time cards, documenting regular and overtime hours. If a worker has approved paid leave scheduled during a workweek, these hours are automatically added to the time card for the week.
Click Add Time Clock.
Time clock options
Payroll Worksite - Select the worksite where you want employees to clock in and out. If you have multiple worksites, you can create a time clock for each*.
Enable Geofencing - With this enabled, employees must clock in using the OnPay app on their mobile device, and must be within 100 meters (or 328 feet) of the worksite address.
Time Clock Name - Give this time clock a name that's simple and easy to recognize.
Clock Timezone - Select the worksite timezone.
Overtime Rule - Select the overtime rule that applies to the worksite. Any custom overtime rules you've added will appear here.
*One time clock per worksite.
If you need multiple time clocks that are configured differently for different workers at a single physical worksite (such as geofencing on/off, or different overtime rules), you can add a new worksite in My Company, Company Worksites, using the same physical worksite address, but with a different name. You can then add workers to this new worksite, and create a time clock for them. This will not affect these workers' pay schedule.
Supervisor permissions
Employee time cards can be approved by any Company Owner or Administrator. Additionally, if you have employees with direct reports (other workers who they manage or supervise), you can choose to let them view and approve time card records for their team. You can also let them approve time off requests for reports.
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You can assign who each employee reports to in their employee profile. Click to edit Employment Options.
Under Reports to, select the employee's supervisor from the list.
Time card permissions for employees with direct reports
In the employee profile, look for "Permissions" on the right. You'll also see this employee's direct reports.
There are two types of permissions you can enable:
- View/edit/approve time cards for their reports
- View/approve time off requests for their reports
View/edit/approve time card entries
Allows this employee to see and approve/respond to time card entries made by the employees they supervise. Time card entries include time clock punches, breaks taken, manual time card entries, and comments.
View/approve time off requests
Allows this employee to view, approve/deny, and comment on, time off requests submitted by the employees they supervise.
Inform your workers
Tell your workers they can access their time clock by logging into OnPay using a computer or their mobile phone.
If you've enabled geofencing when setting up their time clock, workers will need to download the OnPay Mobile app (iOS or Android), and allow location services.
- If you need time clocks to be configured differently for different workers at a single physical worksite (such as geofencing on/off), you can add a new worksite in My Company, Company Worksites, using the same worksite address, but with a different name. You can then add workers to this new worksite, and create a time clock for them. This will not affect these workers' pay schedule.
If your workers need help using OnPay to clock in and out for work, take breaks, and request time off, we have help articles just for them.