> 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/review-timecards.md). # Review and approve timecards Check a crew member's timecard, then save, approve, reject or unapprove it, and create off-cycles for weeks that are already paid. The timecard panel shows one crew member's week, with their onboarding progress, hours, pay and history, and lets you approve or reject it. Owners, Super Admins, Managers and Department Heads open it from **Payroll > Review Payroll Runs** (Department Heads see **Payroll > Review Timecards**, with only their department's timecards) by selecting **View timesheet** (eye icon) at the end of a timecard's row. {% hint style="info" %} This page applies if RollCredits payroll is turned on for your production. {% endhint %} When a crew member sends a timecard for approval, RollCredits emails everyone whose role is chosen in **Notification recipients by role** on [payroll setup](/payroll/setup.md), except the crew member. The link in that email opens this panel on the **Submitted for Review** tab. To close the panel, select the **X** at its top. For the list of timecards and its tabs, see [Review timecards and run payroll](/payroll/review-payroll-runs.md). You can also open a timecard from the **Timesheets** tab of [an employee's profile](/payroll/employee-profile.md). ## Check the employee If the employee hasn't finished onboarding, the panel opens with their **Onboarding Progress** card, titled with their name: a progress bar and the list of their steps. The current step has a button, such as **Set Payout Preferences**, **Submit I-9** or **Sign Documents**, that opens that step for the employee. Below it, the header shows the employee's name, tags such as **Minor**, **Escrow**, **Agency** and **Overtime Exempt**, their onboarding status, title, employment type and employment dates. * **Edit Employee** opens the employee's payroll details. Only Owners, Super Admins and Managers see it. See [Add and edit payroll employees](/payroll/setup/employees.md). * **View Full Profile** opens the employee's profile. Owners, Super Admins and Managers can open it. ## Check the status and pay The summary shows the timecard's **Status**, such as **Submitted for Review**, **Approved**, **Rejected** or **Paid**. Depending on the timecard, it also shows: * **Work location**, once the timecard is approved, and always on an off-cycle. * **Overtime Location**, when the employee's overtime state is different from their work location's. * **Check date** and **Payment method** (**Mailed** or **Direct deposit**), once there's a paycheck. For a mailed check that's been paid, select **Tracking** to open **Check Tracking Details**. * **Off-cycle**, the amount of off-cycle payments for the week. Select **View details** to open **Off-Cycle Adjustments**, which lists each type with its Hours and Amount, and the Total. The **Overtime Rate:** card estimates the employee's overtime rates under the state's rules. Select it to see the rate at each threshold, by day and for the **Workweek**. It doesn't show for weekly, daily or on-call rates. **Export Timecard** downloads a PDF of the week's times. **Download Paystubs** downloads the timecard's paystubs as a .zip file. It's available once the payroll run is processed and paid. The pay breakdown card shows **Estimated (pre-tax)**, **Total hours** and **Default Wage**. Select the card to see the lines that make up the total: **Hours pay**, any other pay such as union premiums or allowances, **Meal penalties** with the number of penalties, **Gross wages**, **Agency Fee**, **Taxable expenses**, **Non-taxable expenses**, **Off-cycle** and **Total**, as they apply. Under them, the **Daily breakdown** table shows each day's hours and pay at each rate, and its **Pay**. The total is before taxes. If some days are still waiting for pay calculations, the card says "Pay will be calculated once all days have current calculations." ## Edit the hours and expenses You can change a timecard until it's approved. 1. Change the times in the timecard. The fields depend on the employee's union agreement. See [Enter your hours](/payroll/crew-timesheet/crew-timesheet-hours.md) for each layout. 2. Add or change expenses on the **Taxable Compensations** and **Non-Taxable Compensations** cards. See [Add expenses to your timesheet](/payroll/crew-timesheet/crew-timesheet-expenses.md). 3. Choose the **Work Location** for the week. It decides which state's overtime rules apply. 4. Select **Save**. The timecard can also show the voice-or-text entry box or, for crew on a weekly rate, the **I worked this week** checkbox. [Enter your hours](/payroll/crew-timesheet/crew-timesheet-hours.md) covers both. On a standard timecard, you can also change each day's **Paid Lunch?** and **Meal Penalty**. Once every day has its pay calculated, the timecard adds **Wages** columns with each day's pay at each rate and its **Pay**. Use **Time format:** to switch between **Military time** and **AM/PM**. RollCredits remembers your choice in this browser. **Timesheet rules** opens **Timesheet Entry Rules**, which shows how to enter times and how work periods and breaks fit together. It also opens on its own when an entry is invalid. Select **Got it** to close it. A timecard with invalid entries can't be approved. While you have unsaved changes, **You have unsaved changes** shows above the buttons. If you try to leave, **Unsaved Changes** asks you to confirm. Select **Confirm** to leave without saving, or **Cancel** to stay. ## Approve a timecard 1. Check the hours, expenses and pay. 2. Select **Approve**. If you've changed anything, the button reads **Save & Approve** and saves your changes first. 3. In the popup, type a note in **Add a note... (optional)** if you want. 4. Select **Confirm**, or **Cancel** to go back. The status becomes **Approved**, the timecard locks, and RollCredits emails the employee with a link to their timesheet. The panel then moves to the next timecard in the list, or closes if there isn't one. To pay approved timecards, see [Run payroll](/payroll/review-payroll-runs/run-payroll.md). {% hint style="info" %} If **Approve** is greyed out, point at it to see why: * The employee hasn't finished onboarding. When the production still has to review something, the message links to that review. See [Review an employee's I-9](/payroll/review-i9.md), [Review loanout documents](/payroll/review-loanout-documents.md) and [Countersign startwork documents](/payroll/countersign-startwork.md). * Pay isn't calculated for every day yet. RollCredits paymasters are working on it. Check back later, or use the email address in the message if it's urgent. * On an off-cycle, pay isn't calculated yet for it or for the version before it. {% endhint %} ## Reject a timecard 1. Select **Reject**. 2. In the popup, type a note in **Add a note... (optional)** if you want, such as what to fix. 3. Select **Confirm**. The status becomes **Rejected** and RollCredits emails the employee with a link to their timesheet. They can change it and send it for approval again. The panel moves to the next timecard. {% hint style="warning" %} **Reject** doesn't save changes you made to the timecard. To keep them, select **Save** before you reject. {% endhint %} ## Unapprove a timecard **Unapprove** shows on an approved timecard until it's submitted for payroll. 1. Select **Unapprove**. 2. Type a note if you want. 3. Select **Confirm**. The status becomes **Unapproved** and the timecard can be edited again. It has to be approved again before it can be paid. The employee isn't emailed, and the panel moves to the next timecard. ## Create an off-cycle {% hint style="info" %} You can correct a week that's already been paid. {% endhint %} An off-cycle is a new version of a paid week. It starts as a copy of the version before it, and pays only the difference. 1. Open the timecard. If the week has more than one version, select the latest in the version tabs (**Original**, **Off-cycle 1** and so on). 2. Select **Create off-cycle**. The panel switches to the new version. 3. Change the hours or expenses, then save and approve it as usual. **Create off-cycle** is greyed out until the latest version is paid, with a message such as "Original has to be paid before an off-cycle can be created." An off-cycle keeps the week's work location, so **Work Location** doesn't show on it. Each day's **Day Rate** is locked on an off-cycle too. On an off-cycle, the pay breakdown shows **Off-cycle pays (pre-tax)** and the **New total**, with what it was before. Each line shows how much it changed, and the end of the card shows what the version before it paid (such as **Previously (Original)**) and **This off-cycle pays**. If the off-cycle pays less than the version before it, the payroll invoice refunds the difference. ## Read the timecard's history **Timesheet History**, at the bottom of the panel, lists each change to the timecard's status with who made it and when. Each entry shows the note left with it and, for saved changes, the times and fields that changed under **Timesheet Changes**. For minors, **Submitted to Paymaster** shows where other timecards show **Submitted for Payroll**. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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