iPayroll Employee Kiosk - Timelogs

Timelogs are the way to tell your employer how many hours you worked on a given day so that you can get paid accordingly.

After adding a timelog it is important to send it for approval. We will only notify your employer about “sent” timelogs, which they can check and approve to be included in your pay.

Before entering any timelogs, it is important you understand your employer's expectations in regard to adding timelogs. For example, what Time Code activities you are expected to record, whether you are expected to add a timelog per job or per day, or when and how often you are required to send your timelogs for approval.

Add a timelog

1. Go to Menu > Timelogs. 

You can add timelogs from both Day and Date Range pages.  

On the Timelogs > Day page, you will see all your timelogs for today.

2. Click Add Timelog.

Add Timelog form will appear for you to fill in. 

3. Select timelog Date.

4. Select Time Code. It is good to check with your employer what time codes need to be selected depending on what work you do and when.

5. Choose Start and End Time. Some employers do not need you to record those, so you can just add the total number of hours worked instead.

6. Add an unpaid Break in minutes (optional). Example: If you worked from 8 AM to 5 PM and had 1 hour of unpaid break, you may either create one timelog from 8 AM to 5 PM with a 60-minute break or two timelogs for the same day - from 8 AM to 12 PM and from 1 PM to 5 PM. The gap in between will be for the unpaid break. Some employers do not need you to record breaks, so there will be no break field.

7. Leave a Note for a timelog approver (optional). Share more information about the job done if needed. This note will be visible to your employer.

8. Click Save.

You can now see a draft timelog appear on the screen.

To see the overview of your timelogs for the week (or pay cycle, depending on your employer settings), go to Timelogs > Date Range page. You can add timelogs from there as well.

Edit or delete a Timelog

You can edit or delete timelogs that have not been sent for approval yet (drafts). If the timelog has been sent for approval already, and you need to change it or remove it completely, please contact your employer (a timelog approver). You can edit and delete timelogs from both Timelogs Day and Date Range pages. 

To edit a draft timelog:

1. Go to Menu > Timelogs.  

2. Click on a Pencil icon next to a draft timelog you need to edit.

If you can’t see a Pencil icon, it means that this timelog is no longer a draft, and you need to contact your employer to make any changes.

3. Edit as required.

4. Click Save.

To delete a draft timelog:

1. Go to Menu > Timelogs.

2. Click on a Trash icon next to a draft timelog you wish to delete.

If you can’t see a Trash icon, it means that this timelog is no longer a draft, and you need to contact your employer to delete it.

3. Confirm deletion. 

To see the overview of your timelogs for the week (or pay cycle, depending on your employer settings), go to Timelogs > Date Range page. You can edit or delete timelog drafts from there as well.

Send a timelog for the manager’s approval

You have to send draft timelogs for approval so that your manager gets notified and can approve them. 

You can send drafts for approval one day at a time on Timelogs > Day page.

Otherwise, you can send all timelogs for the week at one go at Timelogs > Date Range page.

To send a timelog for approval:

1. Go to Menu > Timelogs.

Tip: Go to Timelogs > Date Range page to send all timelogs for a week at one go. Stay at Timelogs > Day to send timelogs for one day at a time.

2. Click Send drafts for approval.

A confirmation box will appear for you to check timelogs before sending. If all is correct, click Send.

Note: You can't edit or delete timelogs after they are sent for approval. 

3. You will see the timelog status changed to "Sent".

4. You can click an Eye icon next to the timelog to view its details.

Sending timelogs for approval from the Dashboard

There is a preview of how many draft timelogs you have for the current week (or pay cycle, depending on your employer's settings) at your Dashboard - the first page you see after login into Employee Kiosk. 

To send timelogs for approval from the Dashboard page:

1. Go to Menu > Dashboard.

2. Locate Timelogs widget. 

3. Click Send Drafts.

A confirmation box will appear for you to check timelogs before sending. If all is correct, click Send.

Note: You can't edit or delete timelogs after they are sent for approval. 

4. You will see the widget changes to "All Drafts Sent!", and later to "0 Draft(s)". That means that you don't have any outstanding draft timelogs to send for the period stated. 

Understand the status of your timelog

• Draft - a timelog is created but hasn’t been sent for approval yet. Can be edited or deleted.
• Sent - a timelog is sent for approval, and your timelogs approver has been notified of it. You can view the details, but can’t change them.
• Approved - a timelog is approved by the timelogs approver. Sometimes, they will leave an extra note for you when approving a timelog. You can see it next to the timelog itself or if you click an Eye icon to view it in detail.
• Paid - you have been paid for hours worked and recorded in this timelog.
• Cancelled - a timelog has been cancelled by the timelogs approver. It usually happens when you ask them to make changes to it after it has been sent for approval. If that’s the case, the “old“ incorrect timelog will be cancelled, and your employer will add a new, corrected timelog on your behalf. You can see if the timelog was added/ edited by your employer by clicking an Eye icon next to the timelog. Sometimes, it will also contain an extra note from your timelog approver.