Payroll/Time Approval Reporting

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Recommended Reports For Payroll/Time Approval

The recommended reports to run before trying to export payroll:

  • Admin – Request –> Reports on any requests.
  • Admin – Missing Punch –> Reports on any missing punches.
  • Admin – Unapproved Time –> Shows any unapproved time for any employees.
  • Payroll – Transfer –> A report on what the system is prepared to export.

Below are steps to run each report.  Your individual system may vary.

If these reports are missing from the Reports page, or you would like certain fields added to a report, please reach out to our Technical Support Team for assistance.

Admin – Request Report

Navigate to Reports > Generate Reports.

  1. Under Select Report, select Admin – Requests.
  2. Set the Date Range as Current Pay Period.
  3. Move all Pay Groups from right to left in the filter section. Alternatively, you could move the company to the left. If you have multiple pay periods, only move those Pay Groups you are looking to export to the left.
  4. Move all of the Request Types to the left.
  5. Select and move Recommend Approval, Recommend Denial and Unanswered to the left to find any lingering period requests.
  6. Select the format to have the report generate. We strongly recommend sticking to Preview Report(PDF), Save as PDF(.pdf), or Save as MS Excel(.xls).
  7. Click the button once done.

The report will populate with any open requests that could impact the current pay periods time as shown below.

A. Example of an open Time Off Request 

    • Employee – Who the request was sent from.
    • Request – The date submitted, Type of Request, Number of Hours requested, Status, Date for requested hours, Hours, Pay Type requested, Time the hours apply to, and any comment sent with the request.
    • Response – Who the request was sent to, the response date, and status of the request.

B. Example of a Missing Punch Request 

    • Employee – Who the request was sent from.
    • Request – The date submitted, Type of Request, Actual Date and Time the punch is needed, the status of the request, the punch type requested, org level information to enter on the punch for time tracking, and any comment sent with the request.
    • Response – Who the request was sent to, the response date, and status of the request.

C. Report Summary

Shows a summary of all of the request types and gives a total. As we had 1 missing punch request and 1 time off request, those are respectively shown in the summary and a request total of 2 is shown.

Admin – Missing Punch Report

Navigate to Reports > Generate Reports.

  1. Under Select Report, select Admin – Missing Punch.
  2. Set the Date Range as Current Pay Period.
  3. Select the desired Pay Group from right to left.
  4. Select the format to have the report generate. We strongly recommend sticking to Preview Report(PDF), Save as PDF(.pdf), or Save as MS Excel(.xls).
  5. Click the button once done.

The report will list the below data should a missing punch exist:

A. The employee number and employee name.

B. The type of punch missing. If IN_ is listed, TimeStar does not know if it is an IND, INL, INB or IDA needed. It will be up to the supervisor or administrator to make the appropriate decision when reviewing the punches page.

C. The Date of the missing punch. Ignore the time listed.

After navigating to the Punches page for the employee, you can review the date of the missing punch.

Update the Date/Time field.  Below I have updated the time to 9:00 am.

Click and review the punches for the day to ensure there are no missing punches for the day.

It is important to review the punches page carefully for the employee.  In the example below, a supervisor received two missing punch alerts for Doris White on 6/11/2023.  The punch page for Doris is displayed below showing the two missing punch lines in red.  Black lines are actual punches for the employee.

If we review the actual punches, we can see they punched In for the Day, followed by two consecutive In From Lunch punches, and finally an OUT punch.

  • IND at 7:58 am
  • INL at 11:30 am
  • INL at 12:33 pm
  • OUT at 5:00 pm

In this company, employees are given 60 minutes for lunch.  With that knowledge along with the review of the punches, it is logical to assume the employee punched INL(In From Lunch) at 11:30 am when they really meant to punch OUT.  Their 12:33 pm INL punch 63 minutes later helps to confirm.  To correct, simply change the 11:30 am INL punch to an OUT punch.

Click the button to review the updated punches page for the employee to ensure there is no longer missing punches listed.

Admin – Unapproved Time Report

Navigate to Reports > Generate Reports.

  1. Under Select Report, select Admin – Unapproved Time.
  2. Set the Date Range as Current Pay Period.
  3. Move all Pay Groups from right to left in the filter section. Alternatively, you could move the company to the left if the field is present. If you have multiple pay periods, only move those Pay Groups you are looking to export to the left.
  4. If you would like the supervisor for the employee listed, set to Yes.
  5. If you have employees approving time as well as Supervisors, set to Employee and Supervisor.
  6. Select the format to have the report generate. We strongly recommend sticking to Preview Report(PDF), Save as PDF(.pdf), or Save as MS Excel(.xls).
  7. Click the Generate button once done.

The report will populate with employees who have unapproved time as shown below.

A. Report showing Doris White showing the employee(E) and supervisor(S) have not approved time for the period.

B. Report showing Jim Cricket with missing supervisor approval(S) for the period.

Employees with approved time by both employee and supervisor will not appear on the report.

Admin – Payroll Transfer Report

Navigate to Reports > Generate Reports.

  1. Under Select Report, select Payroll – Transfer.
  2. Set the Date Range as Current Pay Period.
  3. Move all Pay Groups from right to left in the filter section. Alternatively, you could move the company to the left if the field is present. If you have multiple pay periods, only move those Pay Groups you are looking to export to the left.
  4. If you have employees working in different shifts, set to Yes.
  5. To summarize the employee hours, set to Yes. If you need each days time to show, set to No.
  6. Select any Org Level information you would like to show on the report.
  7. Select the format to have the report generate. We strongly recommend sticking to Preview Report(PDF), Save as PDF(.pdf), or Save as MS Excel(.xls).
  8. If you have rates in the system and would not like to see those on the report, set to Yes.
  9. Click the button once done.

Below is an example of how the report will display.  The setup configuration described above will determine which fields are shown on the report.

  • A – Displays Org Level information selected in step 6 above.
  • B – The Pay Types associated with the hours.
  • C – The Shift associated with the hours.
  • D – The Hours by Org Levels, Pay types, Shifts, etc.
  • E – Rate of pay for the Pay Type, Shift, Org Level, etc. worked.
  • F – Total hourly earnings for line item.
  • G – Other Dollar/Unit/Mileage amount to pay.
  • H – Total earnings for the line item.
  • I – Employee.
  • J – Employee Totals for the Period.
  • K – Report(Company) Totals for the Period.
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