Purpose
The Time Card module in TRUE provides comprehensive tracking and management of employee time entries. Users can view, sort, edit, approve, and export time punches for payroll processing. This module serves as the central location for managing all employee work hours, travel time, and breaks, offering detailed filtering options and multiple report formats for payroll compliance and job costing analysis.
Note: A time card displays all time punches for an employee. A punch is a single time entry record representing the start or end of a work period. Time entries must be approved and locked before payroll export.
List View
View and manage all time records with filtering, sorting, and batch actions
- Filter time entries by personnel, date range, type, or cost center
- View unapproved, unlocked, or problem punches with quick filters
- Generate PDF reports for hours, overtime, and activities
- Export time data to CSV for payroll processing
- Submit and track time off requests
Use field filters to narrow down time entries by specific criteria.
| Field | Description |
|---|---|
| Start | Filter by punch in time |
| Finish | Filter by punch out time |
| Personnel | Enter the personnel record you'd like to display |
| Type | Customizable field for categorizing punches (work, travel, break) |
| Cost Center | Associated record in TRUE (Job, Contract, Work Ticket) |
| Activity | Search for punches related to specific activities |
| Advanced Filter | Provides additional filtering options such as date range, type, and approval status |
Click filter buttons to quickly display specific subsets of time entries.
| My Time | Filters by the logged-in user's time entries |
| Today | Filters for all punches for the current day |
| Pay Week | Filters for all punches for the current pay week |
| Problem | Filters all punches that have errors (missing punch-out, GPS issues) |
| Unapproved | Filters all punches that have not been approved |
| Unlocked | Displays all punches that are not locked |
| Clear | Clears all applied filters and search criteria |
Select the PDF icon to generate the following reports.
| Personnel Hours Report | Broken down by time frame and Personnel with columns for Regular Time, OT1, OT2, and Total Hours |
| Hours Report | Provides punch records including date, start/finish time, type, activity, cost center, punch notes, punch duration, and total duration |
| Overtime Report | Provides punch records with overtime calculations for the punch and total overtime for the period |
| Activity Report | Report for hours and Cost Center broken down by the linked Activity |
| Punch Type Report | Report by Personnel showing duration and punch type (Attendance, Travel Pay, Per Diem, etc.) |
| Site Report | Report by Personnel showing which punches were performed onsite or offsite |
| Time Card | Generate a Time Card report for the week's punches |
Select multiple time records using checkboxes to perform bulk operations. Pink batch action buttons appear when records are selected.
| Approve | Approve the selected time punches (controlled by Access ID 1463) |
| Unapprove | Mark the selected time punches as unapproved (controlled by Access ID 1463) |
| Lock | Lock the selected punches to prevent any modifications |
| Unlock | Unlock the selected punches to allow modifications |
| Time Off Requests | Submit a Time Off Request. Notification that a request was submitted is controlled by Access ID 1193 |
| Export | Select the export icon to download a CSV file of time card data for a specified date range |
| Column Sorting | Sort by selecting column headers (ascending or descending) |
Selected Record View
View and edit individual time punch details including GPS data and history
- Edit punch type, times, cost center, and activity assignments
- Approve individual punches for payroll processing
- View GPS coordinates captured at punch time
- Lock punches to prevent further editing
- Review complete activity history for audit trail
Time Record Fields
Core fields displayed for each time record.
| Field | Description |
|---|---|
| Type | Options include work, travel between, and unpaid break. Travel between tracks employees traveling from one cost center to another. Unpaid break is for non-compensated periods like lunch breaks |
| Personnel | Employee associated with the time record |
| Date | Date of the time entry |
| Time | Start and end times of the work period |
| Duration | Automatically calculated based on start and end times |
| Cost Center | The specific division, facility, quote/job, or contract associated with the time entry |
| Activity | Work activity associated with the time record |
| Notes | Additional information or comments about the time entry |
| Approval | Icon to mark the punch as approved for payroll processing |
| Onsite Indicator | Shows whether the work was performed at the designated jobsite |
| Lock Icon | Prevents further edits to a time entry once all information is confirmed |
GPS information is captured for punches created using TRUE Time, the Time Clock in TRUE, or TRUE GO when location services are enabled.
| Start/Finish | Displays GPS coordinates captured at punch in and punch out times |
| Local Time Zone | Information from the device that created the punch record |
| Company Time Zone | Information according to the company's time zone settings |
| Server Time Zone | Information from the server hosting the solution |
Note: Manager Approval can be required without GPS data. GPS tracking is optional but recommended for verifying employee location at job sites.
View the complete audit trail for the punch record.
| Activity Log | Displays all updates and modifications made to the punch record |
| Creation Information | Shows when the punch was created and by which user/employee |
Record Actions
Access additional actions via the ≡ (hamburger) icon.
| New | Quickly add a new time entry for an employee |
| Duplicate Records | Create similar records for multiple personnel |
| View Cost Center | Navigate to the associated Job, Contract, or Work Ticket in TRUE |
| Delete | Permanently delete the selected punch (irreversible action) |
Frequently Asked Questions
Common questions about managing time entries and processing time cards in TRUE.
Managing Time Entries
To create a new time entry:
- Navigate to Time Card from the main menu.
- Click the + (plus) icon in the button bar.
- Select the Personnel record for the employee.
- Enter the Date, Start Time, and End Time.
- Select the Type (work, travel between, or unpaid break).
- Assign a Cost Center (Job, Contract, Work Ticket, or Division/Facility).
- Click Save to create the time record.
Yes, you can edit time punches that are not locked:
- Locate the time record in the Time Card list view.
- Click on the record to open the selected record view.
- Modify the desired fields (times, type, cost center, activity, notes).
- Changes are saved automatically.
Note: Locked punches cannot be edited. You must unlock the punch first if changes are needed.
Locking and approving serve different purposes in the time management workflow:
- Approval: Indicates that a manager or supervisor has reviewed and validated the time entry. Approved punches are ready for payroll processing.
- Locking: Prevents any further modifications to the time record. Locked punches cannot be edited even by administrators. Use locking after final review to ensure data integrity.
Best Practice: Approve time entries first to confirm accuracy, then lock them before payroll export to prevent accidental changes.
Batch Operations & Export
Use batch actions to approve multiple records simultaneously:
- Navigate to Time Card and apply filters to show the records you want to approve.
- Select the checkboxes next to each time record you want to approve.
- Pink batch action buttons will appear at the top of the list.
- Click Approve to approve all selected records.
Permission Required: Approving time punches requires Access ID 1463.
To export time data for your payroll provider:
- Apply filters to show the pay period you want to export (use Pay Week filter or set date range).
- Ensure all time entries are approved and locked.
- Click the Export icon in the button bar.
- Select the date range for the export.
- The system will generate a CSV file containing time data formatted for payroll processing.
Tip: Use the Payroll module for more comprehensive payroll processing including breakouts, job costing, and payroll provider integrations.
There are two ways to view overtime information:
Option 1: Overtime Report
- Filter time records for the desired pay period.
- Click the PDF icon in the button bar.
- Select Overtime Report to generate a detailed breakdown of overtime hours.
Option 2: Personnel Hours Report
- Click the PDF icon in the button bar.
- Select Personnel Hours Report which includes columns for Regular Time, OT1, OT2, and Total Hours.
Configuration & Administration
Time off requests can be submitted directly from the Time Card module:
- Navigate to Time Card from the main menu.
- Click the Time Off Requests button.
- Select the type of time off (vacation, sick, personal, etc.).
- Enter the requested dates and any notes.
- Submit the request for manager approval.
Note: Managers receive notifications when time off requests are submitted. This is controlled by Access ID 1193.