Timesheet lines are built from check-ins, not the roster, and then adjusted by your pay rules. This explains where the difference comes from and how to resolve it before the pay run.
Before you begin
- The timesheet approval permission for Time → Approve timesheets.
Understand how paid time is worked out
- Each line shows Rostered (from the shift), Checked in and Checked out (from the app) and Paid.
- By default pay starts at the later of the check-in and the rostered start, and ends at the check-out.
- Times can be rounded, and a difference within the tolerance (5 minutes by default) doesn’t raise an exception.
- These rules are your organisation’s timesheet settings (Pay from, Pay to, rounding and tolerance).
Find the lines that differ
- Go to Time → Approve timesheets.
- Filter Exceptions to Has exceptions, or open Time → Exceptions.
- Read the exception, for example “Checked out 25 minutes after the rostered finish.” and the Worker’s reason.
- Select a line to open it and compare Rostered, Actual and Paid.
Exceptions page listing late clock-out and missing check-in exceptions with worker reasons
Resolve the exception
- Select Resolve on the exception.
- Choose a Decision: Accept actual times, Pay rostered times, Adjusted times, Note received, Not payable or Other.
- Add a Note for the audit trail (required to dismiss).
- Select Resolve and approve line to approve in one step, or Resolve.
Correct the times by hand
- Open the line and select Edit with reason.
- Change Start, Finish, Unpaid break (min) or Kilometres.
- Choose a Reason, for example Worker forgot to check in or out, and write a Note (required).
- Save, then select Approve line.
Tips
- A missing check-out closes the line at the rostered finish and raises Missing check-out.
- Approved lines are locked. Select Unlock to change one; exported lines need a Pay adjustment instead.
If something goes wrong
Approve line is disabled with “Resolve the exceptions first”
Resolve or dismiss every open exception on the line.
“This line was exported to payroll. Correct it with an adjustment.”
Use Pay adjustment on the line so the next pay run corrects it.
“This line wasn’t rostered, so it can’t be paid as rostered.”
There are no rostered times to pay. Choose Accept actual times or Adjusted times instead.
There’s no line at all for a worked shift
Lines appear at the first check-in, or after the shift ends if no one checked in. Wait until the shift ends, or select Add time.