Read below for tips and instructions for using Timecards with Square’s online payroll service.

Setting up Timecards

Step 1: Enable Timecards in Square Payroll

  1. Visit Employees in the Payroll section of your Square Dashboard.
  2. Select the employee that you would like to add to timecards.
  3. Click Assign Passcode
  4. A four-digit passcode will appear. Record this passcode and deliver it to your employee. Your employee will use this passcode to clock in and out on your account in the Square Point of Sale app. Passcodes are automatically generated and cannot be customized at this time.
  5. Repeat steps 4 and 5 for all employees that will be using Timecards.

Step 2: Turn on Timecards on your Square Point of Sale app

To use this feature, you’ll need the latest version of the app on your device.

Timecards should automatically be activated on your account after you assign a passcode to your employee(s). If it you do not see a clock in the bottom-right corner when you are logged into the Square app, follow these steps:

  1. Make sure you’ve downloaded the latest version of Square Point of Sale from the App Store.
  2. Log in to your Square account.  
  3. Tap the three horizontal lines on the bottom navigation bar.
  4. Tap Settings.
  5. Tap Employee Tracking.

Once enabled, a clock will appear in the bottom right corner of the app, indicating that employee time tracking has been turned on. Your employees can tap the clock to clock in and out in the app using their individual passcodes from Step 1.

Viewing and Editing Timecards

Visit Timecards in the Employees section of your Square Dashboard to: 

  • View open timecards
  • Close open timecards
  • Create timecards
  • Delete accidental timecards
  • Review closed timecards
  • Edit closed timecards
  • Run reports on hours worked

View Open Timecards

Click Open Timecards to view timecards for employees who clocked in but haven’t clocked out yet. 
To close an open timecard:

  1. Click Clock Out to the right of the employee’s timecard you’d like to close.
  2. Enter a clock out time. 
  3. Click Save.

Create a Timecard

To create a new timecard for one of your employees:

  1. Click View Shift History.
  2. Click Create Timecard.
  3. Select your employee, and enter in the appropriate date and hours worked. 
  4. Click Save

Delete a Timecard

To delete a timecard for one of your employees:

  1. Click View Shift History.
  2. Use the date selector and employee filter to locate the timecard that needs to be deleted.
  3. Click Edit. 
  4. Click the trash can icon and confirm that you would like to permanently delete the timecard.

Timecard Report

The Timecard Report shows the employee name, location, and total hours worked for each employee who has clocked in and out during the selected time frame.

Click Export to download this report as a CSV file. 

View Shift History 

Click View Shift History to review and edit your employees’ shifts.

To edit an employee’s shift details:

  1. Click Edit.
  2. Edit the clock in and clock out date and time.
  3. Click Save

Importing Timecards to Square Payroll

To import your employee’s hours into Square Payroll:

  1. Visit Run Payroll in the Payroll section of your Square Dashboard.
  2. Click Import Timecards on the top right of the screen.

Reg Hours, Overtime, and Doubletime will be populated with the number of hours worked by each employee. 

Note: Timecard hours can only be imported after the pay period ends. Please wait until the pay period has ended to import hours to Square Payroll.

Overtime Calculations

When you import timecards to Square Payroll, overtime and double time are automatically calculated for each employee based on your state’s regulations.

For example, California employees receive overtime pay when they work more than 8 hours in a day, 40 hours in a week, or seven consecutive days in a workweek. They also receive double time pay when they work more than 12 hours in a day.

Employees in all other jurisdictions currently supported by Square Payroll, however, receive overtime pay only when they work more than 40 hours in a week, as per the Fair Labor Standards Act (FLSA).

Note: Overtime calculations assume your workday finishes at midnight, and your workweek begins on the same day as your pay period. If you pay employees twice a month, your workweek begins on Sunday.

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