> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/review-payroll-runs.md).

# Review timecards and run payroll

Find timecards by status, open, start or delete them, send reminders for missing hours and download an audit report on Payroll > Review Payroll Runs.

Use this page to check every timecard on a production, chase missing hours and get to payroll runs. Open it from **Payroll > Review Payroll Runs** in the sidebar, which shows it to Owners, Super Admins and Managers. Department Heads open a smaller version from **Payroll > Review Timecards**, described at the end of this page.

{% hint style="info" %}
This page appears only if RollCredits payroll is turned on for your production.
{% endhint %}

## If payroll isn't set up yet

Until someone saves the production's payroll settings, the page shows a message instead of timecards.

* Owners and Super Admins see **Finish setting up payroll**. Select **Complete Payroll Setup** to go to **Payroll > Setup**. See [Set up payroll](/payroll/setup.md).
* Managers and Department Heads see **Payroll setup isn't complete** and are asked to contact their supervisor.

## What's on the page

The page heading is **Timesheets**. Under it you see:

* A **Bank Account - Action Required** banner, when your company's linked bank account can't be used for payroll yet. Owners, Super Admins and Managers see it.
* A note on payment timing. When payroll is processed before 2 PM PT, payments typically reach employees' accounts within 2 business days. Processing after 2 PM PT adds a day, for 3 business days in all.
* The tabs. **Weekly Timesheets** comes first, then **All Timesheets** and **Payroll History**.

The banner names the step that's left on the bank account: verifying it with the two microdeposits sent to it, uploading the signature that authorizes payments, a compliance review (usually 1-2 business days, with nothing for you to do), or RollCredits not being able to confirm the account's status yet. When there's something to do, Owners and Super Admins get a link to the step, such as **Verify the account** or **Upload a signature**, and Managers are asked to get a Super Admin to finish bank setup. See [Link your company bank account](/company/bank-account.md).

{% hint style="info" %}
If your company pays payroll from a payroll deposit balance, the bank banner doesn't appear. Owners and Super Admins see the **Payroll Deposit Balance** card above the timecards instead. See [Add funds to payroll deposits](/payroll/setup/payroll-deposits.md).
{% endhint %}

## Find timecards by status

On **All Timesheets**, status tabs group the timecards. Each tab shows how many rows it holds, such as **All (24)**. Each row is one person's timecard for one week.

| Tab                       | What it holds                                                                                                                            |
| ------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **All**                   | Every timecard, plus a row for each week someone hasn't started                                                                          |
| **Hours Not Submitted**   | A row for each week with no timecard, from the person's start week through the current week, or through their end date if that's earlier |
| **In Progress**           | Timecards saved but not sent for approval, plus ones that show **Reminder Sent**, **Rejected** or **Payment Failed**                     |
| **Submitted for Review**  | Timecards waiting for approval, including ones that were **Unapproved**                                                                  |
| **Approved**              | Approved timecards waiting for a payroll run                                                                                             |
| **Submitted for Payroll** | Timecards in a payroll run that hasn't paid out yet. Minors' timecards show **Submitted to Paymaster**                                   |
| **Paid**                  | Paid timecards                                                                                                                           |

To search the table, type in **Quick filter...** above it. **Export** downloads the table as an Excel file.

## Read the timecards table

| Column                          | What it shows                                                                               |
| ------------------------------- | ------------------------------------------------------------------------------------------- |
| **Name**                        | The person's name, with their onboarding status icon and any tags                           |
| **Cost Code**                   | The budget category the person is coded to                                                  |
| **Employment Type**             | **Contractor**, **W-2 Employee** or **Loanout**                                             |
| **Status**                      | The timecard's latest status                                                                |
| **Title**                       | The person's job title                                                                      |
| **Union Status**                | The person's union, or **Non-Union**                                                        |
| **Hours**                       | Total hours on the timecard, as hours:minutes                                               |
| **Rate**                        | The pay rate, or **Multiple rates** when the timecard's days are paid at more than one rate |
| **Pay**                         | Gross wages                                                                                 |
| **Start Date** and **End Date** | The week the timecard covers                                                                |
| **Expense**                     | Expenses on the timecard                                                                    |
| **Total**                       | Pay plus expenses                                                                           |

In **Name**, point at the icon before the name to see where the person is in onboarding. When a production admin needs to act, the tooltip has a **View employee details** link to the person on **Payroll > Setup**. See [Track employee onboarding](/payroll/setup/employee-onboarding.md). If the person's RollCredits name differs from their legal name, both show. A **Minor** tag marks minors, and an **Off-cycle** tag marks off-cycle timecards.

**Pay** and **Total** show **Needs calculation** while RollCredits paymasters are still working out pay for some of the timecard's days. Point at it for details.

For an off-cycle timecard, **Hours**, **Pay**, **Expense** and **Total** show the difference from the version before it. The money columns show **Needs calculation** until both versions have current calculations. When an off-cycle pays less than its previous version, the payroll invoice refunds the difference, and a negative amount shows in red.

## Open or start a timecard

The buttons at the end of each row depend on the timecard. Point at one to see its name.

1. Find the row on any status tab.
2. Select **View timesheet** (eye icon). For a week with no timecard, select **Create timesheet** (plus icon) instead. This creates an empty timecard for that week.
3. The timecard opens over the table. Review, edit and approve it as described in [Review and approve timecards](/payroll/review-payroll-runs/review-timecards.md).
4. Select the **X** at the top of the timecard to go back to the table.

To open the person's profile, select **View profile** (person icon) on any row. See [View an employee's profile](/payroll/employee-profile.md).

## Delete a timecard

1. Find a timecard that shows **In Progress**, **Reminder Sent** or **Rejected**.
2. Select **Delete timesheet** (trash icon).
3. In **Delete Timesheet In Progress**, select **Confirm**.

{% hint style="warning" %}
Deleting removes the timecard and the hours on it, and can't be undone. The week goes back to **Hours Not Submitted**. Other timecards have no delete button.
{% endhint %}

## Send reminders

A reminder emails the person a link to their timesheet for that week, and copies their payroll agent if they have one. You can send one only for a week with no timecard. After it's sent, the week shows **Reminder Sent** on the **In Progress** tab.

To remind one person:

1. Find the week on **All** or **Hours Not Submitted**.
2. Select **Send reminder** (envelope icon).

To remind everyone with missing hours:

1. Go to the **All** or **Hours Not Submitted** tab.
2. Select **Send reminder to all**.
3. If more than five reminders will go out, the **Send N reminders** confirmation opens. Select **Confirm**. If exactly five would go out, nothing happens, so send them one at a time with **Send reminder**.

* One reminder goes out for each week without a timecard, so someone missing three weeks gets three emails.
* Weeks that already show **Reminder Sent** are skipped and have no **Send reminder** button.
* **Send reminder to all** is greyed out when every week has a timecard.
* A message tells you how many reminders were sent, and how many couldn't be.

## Download an audit report

The audit report is a PDF that previews pay for the timecards you check, approved or not. Owners, Super Admins and Managers can download it.

1. Go to the **All**, **In Progress**, **Submitted for Review** or **Approved** tab.
2. Check the timecards to include. The checkbox in the header checks every row the table is showing.
3. Select **Audit report (N selected)**. It shows **Building audit report...** while the PDF is made, then downloads it.

* The button stays greyed out until you check at least one timecard.
* Only timecards that aren't in a payroll run have a checkbox. Weeks with no timecard don't.
* Timecards still waiting on paymaster calculations are left out, and a message names them.
* Your checks clear when you switch status tabs.
* On the **Approved** tab, the timecards you check also decide which ones **Preview Payroll Run** includes. See [Run payroll](/payroll/review-payroll-runs/run-payroll.md).

## If you're a Department Head

Department Heads find this page at **Payroll > Review Timecards**. It works the same way, with these differences:

* You see timecards only for people in your department on [Project > Team](/project/team.md), plus your own.
* There's no **Payroll History** tab and no **Audit report** button.
* **Preview Payroll Run** stays greyed out. [Run payroll](/payroll/review-payroll-runs/run-payroll.md) says who can preview and run payroll.
* **View profile** opens only your own profile. Other people's profiles say you don't have permission to view them.

## In this section

* [Review and approve timecards](/payroll/review-payroll-runs/review-timecards.md): open a timecard, edit its hours, and approve, reject or unapprove it.
* [Run payroll](/payroll/review-payroll-runs/run-payroll.md): preview a payroll run for approved timecards and submit it.
* [View payroll history](/payroll/review-payroll-runs/payroll-history.md): see past payroll runs, their timecards and their reports.
* [Review timecards by week and upload Exhibit G](/payroll/review-payroll-runs/weekly-timesheets.md): work one week at a time on the **Weekly Timesheets** tab, and add Exhibit G for SAG productions.


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