Hour Entry

What is it and what is it for?

Each Hour Entry is an individual document for a single employee: you enter its date, the Payroll Type it belongs to, the Application Date (the pay period these hours apply to) and the employee's active base Labor Contract. In the detail you record, for each enabled Hour Type (regular, 25%/50%/100% overtime, night shift, etc.), the quantity worked.

When you save it, AdmCloud automatically calculates whether the document stays Pending authorization or gets marked Authorized right away, depending on whether you yourself hold the authorization level of this permission. If it stays pending, a notification (with an optional email) is sent to the employee's supervisor for review.

The main list can be viewed two ways without leaving the screen: All (one row per Hour Entry, with customizable columns) and Pending Authorization (the documents still awaiting approval, with a bulk-authorization button). Switch between them with the links above the table, or jump directly to the pending variant from a dashboard reminder.

An Hour Entry can also be generated automatically when a Batch Hour Entry line is authorized; in that case the document is linked to it and cannot be edited directly from here.

How to use it step by step

1. Create a new document with the "New" button and set its Subsidiary (if your company uses subsidiaries), the Employee and the entry's Date.
2. Review the Labor Contract AdmCloud suggests for that employee (their active base contract) and the Payroll Type, which is filled in automatically only when the employee has a single active payroll type or contract.
3. Set the Application Date: the pay period these hours correspond to.
4. Add one line per Hour Type worked (for example "25% Overtime") with its Quantity. You must indicate at least one line with a quantity above zero.
5. Attach supporting files if needed, in the Files section.
6. Save the document. It's saved as Authorized or Pending Authorization depending on your permission.
7. If it stayed pending, a user with the permission's authorization level reviews it from the detail screen or the list and uses Authorize, Reject or Mark Pending Authorization (to send it back to pending if it was rejected by mistake).

Key capabilities

• Individual or bulk authorization: authorize one or several selected entries directly from the "Pending Authorization" list, without opening every document.
• Preview with authorization: the eye icon on each row opens a side panel with the entry's data and attachments; if you have authorization privilege, the panel also shows Authorize and Reject buttons so you can clear the document without opening it. The row disappears from the pending list right away, including for other users looking at that list.
• Team-level scope: if you don't have the privilege to browse every entry but do have the subordinates' privilege, you only see your own and your team's; if you have neither, you only see your own.
• Customizable columns on the "All" list: choose and reorder which columns to see (number, date, employee, payroll type, application date, contract, authorization status, subsidiary, voided, supervisor and authorizer) and save your favorite layouts.
• Dedicated reports: a general report and a shortcut to the report filtered by "Pending Authorization", both filterable by date, employee, subsidiary, location, department and payroll type.
• Duplicate: create a new entry from an existing one, without re-entering every field.
• Void: void an already-saved entry without deleting it, keeping a record in the history.
• Traceability into payroll: from the detail screen you can see which already-processed payroll runs included this hour entry.
• Origin from Batch Hour Entry: if the entry was generated when authorizing a Batch Hour Entry line, the detail screen shows a direct link to the source document.
• Attachments, custom fields and forms: you can attach supporting files and, depending on your plan, add your own fields to the form.

Assigned authorizing user

Every hour entry can have an assigned authorizing user: the person who is supposed to review it. In read-only mode, the detail screen shows that user next to the authorization status, and the Change Authorizing User button lets you assign or change it without going into edit mode. Only users who have the privilege to authorize hour entries show up in the candidate list, and you can always leave the entry Unassigned.

When you assign an authorizer, that person gets an email and an on-screen popup notification, just like payment authorizations. Each user can turn either channel off from Notification preferences (the bell in the top bar). The lists show the Supervisor and Authorizer columns so you can see at a glance who each entry belongs to; if you don't need them, you can hide them from the column customization dialog.

The "My Hour Entries to Authorize" reminder on the home dashboard counts and takes you to the entries you have to authorize: the ones assigned to you and, if you also have the privilege to authorize your subordinates' entries, the ones of the employees you supervise. Whoever authorizes must have the privilege to authorize hour entries; an employee's supervisor can authorize their team's entries as long as they have the "Subordinates" scope privilege.

Validations when saving and authorizing

• Recording in subsidiaries marked as read-only is not allowed.
• Employee, Date and Application Date are required.
• Payroll Type is required and must be a valid, active one.
• The Labor Contract must exist, be active and be a Base Contract type; the entry cannot be linked to a contract of another type.
• At least one Hour Type with a quantity above zero must be entered; quantities cannot be negative.
• The location, if entered, must exist and be active.
• Once saved, the document's subsidiary cannot be changed.
• An entry linked to a Batch Hour Entry cannot be edited, deleted, voided or have its authorization status changed directly from this screen.
• An entry already included in a processed payroll run cannot be deleted or voided (the payroll documents using it are listed).
• To authorize, reject or mark pending another employee's entry, you must have the permission's authorization level or be that employee's direct supervisor.

Key fields

Availability

• Requires the Premium Plus Payroll plan or the Enterprise edition with the Payroll module active for your company.
• Access is controlled by the "Extra Hours" permission; that same permission's "Authorize" level determines who can approve, reject or send other employees' entries back to pending.
• The "Subordinates' Extra Hours" permission lets you view and manage the entries of employees who report directly to you, without needing the general permission.

Tips and common mistakes