TimeWellScheduled records three separate time values for every shift:

1. Scheduled Time
   The hours originally assigned to the employee.
2. Actual Time
   The exact times the employee punched in and out.
3. Paid Time
   The hours that are sent to payroll.

Understanding how each one works—and why paid time is handled differently – is important for accuracy, compliance, and payroll control.

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Why Scheduled and Actual Times Can’t Be Changed

Both scheduled and actual punches are intentionally locked.
This protects data integrity and allows you to respond confidently during audits:

• • Scheduled time shows what the manager assigned.
    It cannot be altered after the fact.
  • Actual time shows when the employee physically punched.
    This is the factual record and also cannot be modified.

By keeping these untouched, you always have a trustworthy record of intent (scheduled) versus reality (actual).

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How We Calculate Paid Time

Paid time is the one value that can differ, because it represents what is approved for payroll.
To protect your business, TimeWellScheduled always defaults to the calculation that benefits the company unless a manager explicitly approves otherwise.

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Example 1: Late Punch-In

• • Scheduled: 9:00–5:00
  • Actual: 10:00–5:00
  • Paid: 10:00–5:00

The employee might have been present at 9:00, but since there is no punch at 9a, we do not assume it. This prevents unintentional overpayment if a manager overlooks the discrepancy.

Example 2: Early or Late Punch-Out

• • Scheduled: 9:00–5:00
  • Actual: 9:00–5:30
  • Paid: 9:00–5:00

Employees sometimes clock out late unintentionally or due to system timing.
We do not automatically pay beyond the scheduled time unless a manager confirms and approve the extra hours.

This ensures any overtime or extended work is intentionally approved—not accidental.

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Why This Matters

This structure ensures:

✔ Payroll accuracy
✔ Protection against overpayment
✔ Clear, auditable records
✔ Manager review of exceptions
✔ Fairness and consistency

Managers always have the ability to approve additional hours, but nothing extra is paid without explicit confirmation.