At the end of every month someone has to send payroll a clean list: who worked how many hours, how much of it was overtime, and who was on leave. If that list is built from paper sheets and messages, it takes hours and still contains mistakes. Here’s a simple process that works with any tool — and how to get it in a few clicks.
What the report should contain
- Employee name
- Regular hours worked
- Overtime, night or field hours, if paid differently
- Paid leave days (vacation, holidays)
- Sick leave days
- Totals in decimal hours (7 h 30 min = 7.5) — see how to calculate hours worked
Step 1: Collect attendance for the whole month
Use one source: a time clock, an attendance app or signed timesheets. Mixing sources is where double counting starts.
Step 2: Fix incomplete days
Look for days with a clock-in and no clock-out, or the other way round. Ask the employee, correct the record, and note who made the change.
Step 3: Split hours by type
If overtime, field work or remote work is paid at a different rate, split those hours before totalling. Doing it afterwards from memory never works.
Step 4: Add leave and holidays
Approved vacation, sick leave and public holidays belong in the same report, so payroll doesn’t have to cross-check another file.
Step 5: Review and send
A manager checks the totals against expectations (contracted hours, known absences) and sends one file — ideally CSV, which every payroll system and spreadsheet can read.
Example
| Employee | Office | Field | Overtime | Vacation days | Sick days |
|---|---|---|---|---|---|
| Anna | 152.50 | 0.00 | 6.25 | 1 | 0 |
| David | 120.00 | 24.00 | 0.00 | 0 | 2 |
How Clocknico does it
- Employees clock in with a QR code at the door, or from the app for remote work.
- Admins define up to three office working times (for example Office, Field and Overtime) plus Online for remote work, and hours are counted separately for each.
- A day that wasn’t clocked out is closed with zero time and flagged for an admin to correct.
- Leave requests with approvals, sick leave with sick notes and company holidays live in the same HR module.
- The payroll CSV has a row per person per working time, in decimal hours — and there’s a yearly CSV too.
See also tracking office, field, overtime and remote hours and attendance and leave tracking.
Clocknico is free for teams of up to 5 users. Start for free.