Flag it before it’s paid.

Timesheet review for universities.

See how it works

Small discrepancies. Hundreds of students. Every pay period.

One pay period. 6,070 time entries.

1,000 students, Mar 1 – 14. One mark per entry: the longer the mark, the longer the shift.

Time entries
6,070

Every entry gets the same check.

Written rules, applied line by line.

Entries flagged
481

210 timesheets need a second look.

481 flagged entries, on 210 students’ timesheets, out of 1,000.

Timesheets to review
210

One of them, up close.

Student 17, Fri Mar 13: clocked out 24 minutes after the scheduled end. On its own, nothing anyone would stop at.

A reason anyone can understand.

Out late on 6 of 7 shifts.
Every flag shows the times behind it.

Small per entry. Large per year.

Every flag in this pay period, over one academic year.

Sample dataSimulated timesheets, sized like a large campus dining department.

Repeated late clock-outsStudent 17 · Dining Hall A - Kitchen

Clocked out after the scheduled end on 6 of 7 shifts: 1 h 36 min outside the schedule in total, past the allowed margin. Repeated unscheduled time: the same in 3 of the last 4 pay periods. Either the schedule or the habit needs a conversation.

Past the schedule, this pay period+1 h 36 min≈ $20.80 estimated potential over-payment, at $13 an hour.
The same in 3 of the last 4 pay periods.

Small per entry. Large per year.

$158,288

saved a year.

An estimate, from simulated sample data. How it’s worked out

Three steps. Nothing to replace.

We keep the timekeeping system we use today. HourFlag works on top of it.

  1. Read.

    HourFlag reads the reports our timekeeping system already makes.

  2. Review.

    I get one short, ranked list and answer each item with one key: confirm the hours, fix the entry, or ask the student.

  3. Approve.

    I make each fix in our timekeeping system and approve there, as I do now. Sending fixes back automatically is a step our IT can approve later.

Everything your reports already flag. And what they can’t.

Every pay period, HourFlag adds what no timekeeping report does on its own, and runs the checks our reports already make.

What no report does on its own

  • Compares hours to the schedule, with our schedule file.

    Clocked time is checked against the scheduled shift.

  • Knows our opening hours.

    Time clocked while the location is closed gets a second look.

  • Remembers earlier pay periods.

    A forgotten clock-out that keeps happening shows up as a pattern.

And everything your reports already flag: all 14 checks, in plain English

What gets measured gets improved.

HourFlag is built to keep the count: every flag, and what each supervisor did about it, pay period after pay period.

102 of 263flags in this sample appear in no single report a timekeeping system makes.

Capable.

It works on top of the timekeeping system we already have.
HourFlag reads the reports our system already makes, finds the entries that need fixing, and says exactly what to change: which entry, and the right time.

How it fits in
Our timekeeping systemStays as it isTime entries, schedules, approval
1 HourFlag reads every entry
HourFlag, on topChecks every entry, finds the ones to fix
2 HourFlag prepares one short list per person
Supervisors and payrollAnswer each itemConfirm it, fix it, or ask the student
3 We make each fix in our timekeeping system and approve there, as usual.

  • Timesheet data only

    It uses employee IDs, work areas, times and schedules. Any other column in our reports is ignored and never kept, so we send them as they are. No GPS, device or phone data.

  • Each person sees their own

    Designed so each supervisor sees their own work areas, and payroll sees the whole department.

  • What it keeps

    Every flag and what was done about it, so the year to date adds up for each supervisor and for the department. Nothing else.

  • Our fixes stay ours

    Our supervisors make each fix in our timekeeping system, and approval stays there, with us.

  • Encrypted, and logged

    Designed to be encrypted in transit and at rest, hosted in the US, with a record of every view and change.

  • Kept as long as we agree

    Designed to keep our data only as long as our agreement says, to let us export it at any time, and to delete it when we leave.

Privacy and security, in full

Built for teams that run on student hours.

  • Dining Services
  • Campus Recreation
  • Libraries
  • Residence Life
  • Facilities & Events
  • Student Employment
  • Payroll

Time back for what matters.

No one on our team scans every row anymore. HourFlag checks every entry, and only the few that need a second look reach a person.

  • Supervisors

    Fewer rows to open.

    I answer a short list, then approve the rest as usual.

  • Payroll

    Every entry checked.

    Mistakes get fixed before approval, so I correct fewer paychecks after payday.

  • Finance leadership

    Every answer, added up.

    I see the hours and dollars corrected before approval, year to date.

The free check

Three of our past pay periods, checked for free.

A look back at past pay periods, on our own timesheets, before anything is connected. We get a report of every entry worth a second look, and an estimate of what our department may be over-paying.

What happens, step by step

  1. We meet first.

    A 30-minute conversation with the person who built HourFlag. I explain how our department reviews timesheets today, and we go over which reports to export. No cost, and nothing to sign.

  2. I export three past pay periods.

    Five standard reports for each pay period, plus our schedule, straight from our timekeeping system, as they are: there is nothing to clean up first.

  3. The check runs on my own computer.

    HourFlag sends me the free check after our meeting: one file, with its fingerprint so our IT can check it. It opens in my browser and makes no network connection, so our reports are never uploaded, to HourFlag or anyone. It runs with the internet switched off. Its rules are HourFlag’s own, except the one that needs six pay periods of history.

  4. I get our findings report.

    Every entry worth a second look, with its reason and its hours. Once I have answered them, an estimate of what our department may be over-paying in a year, at the wage we set, with every assumption shown. If it finds little, it says so.

  5. We go through it together.

    We walk through the findings, with student names and IDs hidden on my screen. If it’s worth it, a pilot comes next, under a written agreement, then a yearly license. If not, the report is still ours.