Editing Settings in Time & Attendance

If you sync your payroll and have pay periods that are:

  • Weekly or Every Two Weeks, make changes to your pay periods in payroll. Zenefits will sync the changes over, and regenerate your pay periods. The Time & Attendance pay period generator runs every night at 1 :00 AM.
  • Twice or Once a Month, click on the Time & Attendance app, then Settings in the top navigation bar. Changes made directly in payroll will not sync over to Zenefits.
    • Semi-monthly or monthly customers can only change their check dates and arrears. Pay period frequency needs to be updated directly in payroll.

If you are monthly or semi-monthly, the days between the end of your pay period and your check date (days in arrears) must be consistent. Time & Attendance cannot support varying days in arrears. 

If you have Zenefits Payroll, contact Support to have your pay schedule changed.

If you are using Pay Connect Reports, visit the Settings tab of the Pay Connect app to update your pay schedule.

Please note if you have multiple pay periods, this information is coming from payroll and would need to be corrected directly in payroll if it is incorrect. 

Overlapping Pay Periods

Making changes to your pay period in the middle of an open pay period may result in overlapping pay periods. This typically occurs when an off-cycle is run directly in payroll. Zenefits will pull in the new information for the off-cycle and will correct itself when it is time for the next pay period.   

When there is an overlapping pay period due to edits in the middle of the pay period, your staff may not be able to record time in the correct time period. If this occurs, they should speak with their administrator to have them record the hours on their behalf. The team member will be able to record their time as normal in the next pay period.

If you're an administrator, to change how someone enters hours in (or have them start using) Time & Attendance:

  1. In the Time & Attendance app, click on the People tab.
  2. Find the person's name in the list and click the name you'd like to edit.
  3. Click on the pencil icon in the upper righthand corner.
  4. Choose the new Reporting Method from the drop down menu.
  5. Save

This method can differ from the default method selected in Settings. If someone's reporting method is changed to Not Reporting, that person will be removed from the list of people using Time & Attendance.

To assign a new approver for someone in Time & Attendance:

  1. Visit the People tab in the Time & Attendance app.
  2. Find the person in the list, and enter or select the new approver under Approver.
Note: If the manager is in a different organization, you must select an approver from the same organization as the individual. 

In order to help you stay compliant with meal break regulations, we ’ve made it easy to identify when staff have missed clocking out for a meal break. Here’s how to enable the missed meal break flag:

  1. In the Time & Attendance app, visit Settings.
  2. Select Meal Breaks.
  3. Make sure to Enable Meal Breaks.
  4. Now, customize when you’d like to be notified of a missed meal break here. Note: our default settings adhere to California meal break standards. You can find information about meal break requirements in other states here.
  5. That’s it!

If and when someone misses a meal break, you will see a notification on both their individual timesheet and in your pay period overview.

If someone who is assigned to the clock in/out via iPad TimeKeeper app (click here to download from the App Store) reporting method loses or forgets their PIN, both the primary administrator and the person designated as  approver in Time & Attendance can reset the PIN through these steps.

  1. Start by logging in to the adminstrator or approver's Zenefits account.
  2. In the People section of Time & Attendance, select the worker whose PIN needs to be reset.
  3. Click the pencil iconPencil Icon, then Reset PIN.
  4. Your worker's new PIN will automatically be reset to the last 4 digits of their SSN. Note: If your worker's SSN is not in the system, they will be sent an email with a new PIN instead.
  5. The next time they log in, they will be prompted to create a new PIN themselves.

Project codes allow workers to track what tasks they are working on throughout the day so you can see how many hours are being devoted to different types of work. Setting them up is simple:

First, you'll want to make sure you've set up Projects in the Company Profile.

  1. Open the Company Profile app and select Projects from the left hand menu.
  2. Click Manage Projects.
  3. Click Enter Manually and use the interface on the next page.
  4. Click Add Row at the bottom, and type in the project name. 
  5. Then, once the project name shows up on the left, you can click into the field to its right to add a code.
  6. Project names may only contain alphanumeric characters and hyphens. Project codes may only contain up to 10 alphanumeric characters.
  7. Make sure that there are no duplicate project names or codes.
  8. Note that codes are required in order to use Projects in Time & Attendance and Zenefits Payroll.

Then, you'll assign Projects.

From the Company Profile app (preferred if assigning in bulk)
  1. Open the Company profile app and select Projects from the left hand menu.
  2. Click Assign.
  3. Using the filter panel on the left, include or exclude the desired individuals and click Next.
  4. Select one or more projects and click Submit.

From the individual worker's profile
  1. Open the Directory app.
  2. Select the name of someone who should be assigned the Project.
  3. Select the Work Groups tab, then click the Make Changes link.
  4. Select an effective date for change, then Continue.
  5. Under Projects, assign codes to each Project.
  6. Complete the rest of the steps of the flow and Confirm.

Next, you'll enable the Projects created in Time & Attendance.

  1. In Time & Attendance Settings, select Work Groups.
  2. Click the pencil icon to edit, then toggle Project to enable.
  3. Click Save.

How to enable Projects for only specific workers.

  1. In Time & Attendance People tab, select someone you'd like to use Projects.
  2. Select the Work Groups tab, then scroll until you see the Use Company Defaults checkbox.
  3. Uncheck the Use Company Defaults box.
  4. Click the pencil/edit icon and toggle Project on, then Save.

Individual workers can select project codes following the process detailed on this page.

What should I do if I receive a Missing Project pop-up while enabling project codes?

Companies that haven't set up Projects in the Company Profile will be prompted to do so. Until Projects have been set up, given a code, and assigned to workers, then Zenefits will flag an error on their timesheet.

Companies that have set up Projects but haven't assigned all of their workers can still report hours. However, any workers who do not have a Project assigned will have an error in their timesheet.

Why can my workers clock in without being required to select a Project?

Workers will be able to clock in without selecting a Project. However, it will flag an error on their timesheet as a missing Project.

Workers are able to proceed without selecting a Project.

When there are overlapping pay periods due to edits, your workers may not be able to record time in the correct time. If this occurs, they should speak with their administrator or HR contact to have them record the hours on their behalf. They will be able to record their time as normal in the next pay period.

How to turn  auto-approval for Time & Attendance off:

  1. From your administrator account, click on the Time & Attendance app.
  2. Select the Settings tab.
  3. Select Approving Hours from the left-hand menu.
  4. Click on the pencil on the top right-hand corner to edit
  5. Toggle the Auto-Submit Hours to be off.

Please note:

  • Once the auto-approval is turned off, it is up to the administrator to manually submit the hours over to payroll - we will note who sent it over and what time it was submitted.
  • Hours will not be able to be sent to payroll until the pay period is over.
  • A required task will be sent out to remind you that the hours need to be submitted.

We have three overtime settings.

1. Standard - based on state and federal law (Dependent on the team member's work location state)
2. Custom - where they can modify weekly, daily, and double daily thresholds
3. Disabled - which turns off overtime calculations for all team members (Please note that this does not mean Zenefits will cap your workers' hours)

To change your overtime settings, simply navigate to the Time & Attendance app. Select the Settings tab and choose Overtime & Rounding from the left hand navigation menu. Click on the pencil/edit icon to make a change. 

Settings can be edited for daily and/or weekly overtime customizations.

When the change is made, it will apply to ALL open pay periods. It will not be applied to past pay periods or past calculations. 

  • The Standard will follow the default rules defined here
  • The Disabled option will turn off all overtime calculations.

You can customize your overtime calculations from the Settings tab of your Time & Attendance app. Please note, customizing your overtime means we can no longer guarantee it is compliant with your state’s regulations. Only the Standard setup is guaranteed compliant. 

If you live in a state where you're penalized if you don't give your employees a lunch break, the meal break penalty setting is for you. For example, employers in California are typically required to pay out an extra hour of pay if their employee does not take a meal break before their 5th hour of work.

Who can use meal break penalties?

Any company using Zenefits Payroll can enable this for their workers using Time & Attendance.

How do I enable meal break penalty?

  1. Go to the Time & Attendance app from your Zenefits admin account.
  2. Click the Settings tab.
  3. Click the Meal Breaks tab.
  4. Under the Meal Breaks Penalty section, click the Edit icon.
  5. Enable the setting, and Save.
*Note that in order to use meal break penalties, you must have the meal break status enabled. This way, the Zenefits system knows what time employees have missed their expected meal break time. Once meal break status is enabled, meal break penalty can also be enabled.

What happens once meal break penalty is enabled?

Once this setting is enabled, every time an employee does not adhere to your meal break status hours, you'll see only 1 hour of meal break pay seamlessly transition to payroll each day there's a missed or insufficient meal break. All of this information ends up in the Summary Report which can be accessed from the Reports tab of Time & Attendance.

When it comes to approving hours in Time & Attendance, you'll need to make sure that the assigned individual is in the same organization or EIN. This is because approvers in different organizations may have different pay periods, or may not use Zenefits' Time & Attendance, which would be difficult to monitor on a single dashboard view. For that reason, you'll be limited to selecting an approver  who is in the same organization or EIN, so sometimes you may need to select an approver who isn't the worker's manager.

jack org chart

For example, let's say Jack's manager, Rebecca, is part of a different, linked organization in Zenefits. Even though Rebecca is his assigned reporting manager, Jack's approver would need to be someone within his same organization. In this example, the approver could be Kate, since she reports to the same organization as Jack.

same ein approver

Customizing Overtime settings by individual can be done in the People tab of the Time & Attendance app. For example, if you have an hourly exempt employee for whom you wish to calculate overtime pay, you can do this in their individual Settings page.

  1. Open the People tab of the Time & Attendance app.
  2. Select the individual who you'd like to customize the settings for.
  3. Click the Overtime tab in the popover window.
  4. Scroll down and uncheck  the Use Company Defaults box.
  5. Next to Overtime Settings, select Custom.
  6. Customize the settings as you'd like, then Save.

Still need our help? Our support team is waiting to help you. Contact us