You may encounter situations where an employee's time card entry is duplicated for the same date. This can be a common issue when an employee accidentally clocks in or out twice within a very short timeframe. To rectify this, you will need to offset the duplicate punch by one minute before you can delete it. This guide will walk you through the steps to delete such duplicate entries.
Instructions:
Navigate to the Work Tab:
Select Time Cards.
Select the Employee:
Locate the employee who has the duplicate time card entry for today's date. And click on their name in the list:
Identify the Duplicate Entry:
Within the employee's time card, you should see the duplicate entry for today's date. This may be a duplicate clock-in or clock-out.
Offset the Duplicate Entry:
To delete the duplicate punch, you will first need to offset it by one minute. For example, if the duplicate clock-in occurred at 11:38 AM, on the duplicate punch offset the clock in or out time by 1 minute. So the time shows as 11:39am.
Save the Changes:
After offsetting the duplicate punch by one minute, save the changes. This ensures that the time card system recognizes the entries as distinct.
Delete the Duplicate Entry:
Once you've successfully offset the duplicate punch, you can proceed to delete it. The Delete Time Card button will only appear if there is an in and out punch. Locate the duplicate entry in the time card system and select the red delete button.
Verify Changes:
After deleting the duplicate entry, verify that the time card now reflects the correct and accurate punches for the employee.
Documentation (Optional):
It's a good practice to keep a record of any changes made to an employee's time card, especially when adjusting or deleting entries. This can be useful for auditing purposes and to maintain transparency.
Conclusion: Deleting a duplicate employee time card entry is a straightforward process, but it's essential to offset the duplicate punch by one minute to differentiate the entries. Following these steps in your time card system will help maintain accurate records and ensure that payroll and attendance calculations are correct. If you have any questions or encounter difficulties in your specific time card software, it's advisable to consult your system's user manual or contact your system administrator for assistance.
