Reconcile Timesheets And Approve Overtime
Worked time is the raw material payroll is built from, so it has to be captured honestly and reconciled deliberately. This page walks the whole loop: checking whether someone is clocked in, recording a manual clock-in or clock-out, reconciling a period of clock events into a single attendance record, and raising an overtime request that flows through approvals and on into pay.
A little vocabulary first. A clock event is a single punch — one “In” or one “Out”, stamped with the time. A timesheet reconciliation gathers all of one person’s clock events for a chosen period and totals them into an AttendanceRecord — the tidy, per-period figure that payroll reads. Overtime is approved time worked beyond the normal shift, recorded with a rate multiplier (for example 1.5x) so it is paid at the right premium.
Who / when: the HR Officer or HR Manager reconciles periods and handles overtime; a Line Manager can clock and reconcile for their own team; an Administrator can do all of it. We’ll follow Bisi on the HR desk and Mr. Adeyemi, a line manager.
Reconcile a timesheet into an attendance record (the main path)
Section titled “Reconcile a timesheet into an attendance record (the main path)”- HR Officer — open Human Resources → Time & Leave → Time & Attendance. Three tabs sit across the top: “Clock In / Out”, “Timesheets” and “Overtime”.
- HR Officer — select the “Timesheets” tab, then “Reconcile Timesheet”.
- HR Officer — search and pick the “Employee” (the picker is a searchable list of staff, never free text), then set the “Period Start” and “Period End” dates for the stretch you are closing — usually a pay fortnight or month.
- HR Officer — select “Reconcile”. Veona reads every clock event in that window, totals the hours, and writes a single AttendanceRecord for the period. The confirmation reads “Timesheet reconciled to attendance.”
- The reconciled timesheet appears in the table with its Total Hours, its event count, and a status — the proof of worked time that the pay run will pick up.
Other ways this goes
Section titled “Other ways this goes”View a person’s clock state
Section titled “View a person’s clock state”- HR Officer — open Human Resources → Time & Leave → Time & Attendance and stay on the “Clock In / Out” tab.
- Read the panel: Status (Clocked In or Clocked Out), the hours logged Today, and the time of the Last Event. The recent punches are listed below with their direction, time and source (for example a web punch versus a device), so you can see at a glance whether someone is currently on the clock.
Clock in or out manually (yourself, or as a manager, someone else)
Section titled “Clock in or out manually (yourself, or as a manager, someone else)”- HR Officer — on the “Clock In / Out” tab, select “Clock In” to start a stretch or “Clock Out” to end it. The button that does not apply is greyed out — you cannot clock in twice or clock out when you were never in.
- The state updates instantly with a “Clocked in.” or “Clocked out.” confirmation, and the punch is added to today’s event list with its source recorded.
- Line Manager — a manager can record a punch for a team member who could not clock themselves (a missed punch at the door, for instance). The event is captured the same way and is fully audited as a manager-entered correction.
Raise an overtime request and route it through approvals
Section titled “Raise an overtime request and route it through approvals”- HR Officer — select the “Overtime” tab, then “New Overtime Request”.
- HR Officer — pick the “Employee”, the “Date” the overtime was worked, the “Minutes” worked, and the “Rate Multiplier” (defaulting to 1.5x — the premium the hours are paid at). Add an optional reason, then “Submit”.
- The request is created at status “Pending” and routed through your facility’s approval chain. The confirmation reads “Overtime request submitted for approval.” The approver decides it from their My Approvals inbox.
Overtime approved — it feeds the next pay run
Section titled “Overtime approved — it feeds the next pay run”- Line Manager (the approver) — open My HR → My Approvals, find the pending overtime, and approve it. The request flips to “Approved”.
- When payroll builds the next pay run, that approved overtime is picked up automatically for the employee — the minutes and the multiplier are computed into their gross pay. Nobody re-keys it; approval is the handoff.
Overtime rejected
Section titled “Overtime rejected”- Line Manager — in My HR → My Approvals, reject the overtime request (with a reason where your facility asks for one). It moves to “Rejected”.
- Rejected overtime is simply not paid — it never reaches the pay run. If it was a genuine shift that should be paid, raise a fresh request with the correct detail rather than trying to edit the rejected one.
Blocked: attendance-manage is required to reconcile and to raise overtime
Section titled “Blocked: attendance-manage is required to reconcile and to raise overtime”- Anyone can view and use their own clock from the “Clock In / Out” tab — that rides the everyday self-service floor.
- But reconciling a timesheet and raising an overtime request both require the attendance-manage permission. If those buttons are missing or an action is refused, you are not on that key — ask an Administrator to grant it rather than working around the control. Approving the overtime, separately, needs approval rights on the chain.
What happens next
Section titled “What happens next”Each reconciled period becomes the attendance figure the pay run reads, and each approved overtime request is layered on at the correct premium when payroll is built — so the move from this screen to Human Resources → Payroll → Pay Runs is seamless and re-keying-free. Staff can always see their own side of this on My HR → My Timesheets, where their clock state and reconciled periods appear for them to check.