Manual Adjustments to Payroll Hours with Timetracker Enabled

What's New

You no longer need to open each employee’s timesheet to make changes after it's been submitted. Now, you can:

Edit hours directly in the payroll run—even after timesheets are submitted
Enter hours manually for employees who don’t use Timetracker
Adjust regular hours, overtime, comp time, and other pay types from one place
Easily convert regular hours to comp time when needed

These updates give you more flexibility and save time during payroll.

Key Benefits

Adjust hours in one place
No need to reopen individual timesheets for changes.
Support for all employees
Enter hours manually for staff who don’t track time in Timetracker.
Simplified comp time management
Allocate comp time directly from regular hours without extra steps.
More control during payroll
Make changes even after timesheets are submitted and approved.

How to Adjust Hours Manually

Step-by-step

Navigate to HR | Payroll | Payroll Runs
Open the payroll run you want to change
Find the employee whose hours you want to update
Edit the appropriate fields:
- Regular hours
- Overtime hours
- Comp time hours
- Shift Paid or Shift Comp hours (if applicable)

You can enter values even if Timetracker has calculated different hours.

What You See Based on Timetracker Settings

When Timetracker is enabled:

Shift Paid and Shift Comp hours are visible (when applicable)
Holiday policies are shown
All hour entry fields are still editable

When Timetracker is disabled:

Shift Paid and Shift Comp fields are hidden
Holiday policies are not shown
Hour entry works the same as usual

Key System Behaviors

Moving Employees Between Phases

If you adjust an employee’s hours, then move them back to the Setup phase, the system resets the hours to the original timesheet values.

Example:

Original timesheet: 20 hours
You adjust to: 40 hours
Employee moves to Review phase with 40 hours
You move them back to Setup
Hours reset to: 20 hours

Tip: Use the Notes feature in payroll runs to keep track of changes.

Leave Balance Updates

Leave balances update in the final payroll phase:

Timetracker enabled: Updates at final phase
Timetracker disabled: Also updates at final phase

Manual hour changes do not affect this behavior.

Use Cases

1. Convert Regular Hours to Comp Time

An employee worked 20 hours, but 2 should be comp time:

Open their record in the payroll run
Change regular hours from 20 to 18
Add 2 hours to the comp time field
Add a note: "Converted 2 hours to comp time per department policy"
Calculate payroll

2. Add Hours for Employee Without Timesheets

An employee doesn’t use Timetracker:

Add them to the payroll run
Manually enter their hours in the correct fields
Add a note if needed: "Manual entry - employee does not use Timetracker"
Process payroll as usual

3. Correct a Timesheet Error

An employee’s approved timesheet has an error:

Find them in the payroll run
Update the hour fields as needed
Add a note: "Corrected timesheet error - manager approved adjustment"
Continue with payroll

Where Adjustments Show Up

When you change hours manually, those updates appear in:

Payroll Calculation Sheet: Used in payroll totals
Employee Paystubs: Final pay reflects adjusted hours
Audit Trail: Tracks changes for compliance

Best Practices

Always add notes: Explain why hours were adjusted
Double-check your changes: Review before finalizing payroll
Coordinate with managers: Make sure changes are approved
Watch comp time closely: Confirm the right rate is applied

Troubleshooting

Hours Reset After Moving Employee

Why this happens: Moving back to Setup resets hours to the original timesheet
What to do: Re-enter the changes or avoid moving them back

Shift Hours Not Showing

Why this happens: Shift hours only display when Timetracker is on and the employee has shift hours for the period
What to do: Confirm Timetracker is enabled and hours are entered