Supplemental Timecards

What supplemental timecards are, when to create them, and how they flow through approval and into invoicing.

A supplemental timecard captures additional hours that need to be recorded after the original timecard for a period has already been approved. It is linked to the same placement and pay period as the original and goes through its own approval workflow.

When to use a supplemental

Create a supplemental when:

The candidate worked extra hours that were accidentally omitted from the original timecard.
A correction is needed after the original was approved and locked.
Hours for a shift were disputed and resolved after the approval window closed.

Supplementals add hours on top of an already-approved card. They do not modify the original. If the original timecard has an error in the hours that were already approved, contact your payroll team — corrections of that kind may require a payroll adjustment outside of Hire2Hero.

Create a supplemental timecard

Only timecards in Approved status can have a supplemental created against them.

Open the approved timecard that needs the additional hours.

Open the Actions menu (⋯) and choose Create Supplemental.

A new timecard opens pre-linked to the same placement and period. Enter the additional hours.

Click Submit.

The supplemental enters the same approval workflow as a standard timecard — it will route through client approvers (if any are configured on the placement) and then land in your admin queue for final approval.

Approval flow

Supplemental timecards follow the same approval flow as the placement's standard timecards:

Admin creates supplemental
       ↓
Candidate receives it (or admin submits directly)
       ↓
Pending Approval  ←—— client approver(s), if configured
       ↓
Pending Admin Approval  ←—— your queue
       ↓
Approved  →  included in invoicing + payroll

Depending on your workflow, the supplemental may be submitted on behalf of the candidate directly by the admin, or the candidate may need to review and submit it themselves. Check with your agency's process.

Impact on invoicing and payroll

Once approved, a supplemental timecard's hours are included alongside the original timecard's hours in:

The invoice for the client for that period.
The payroll calculation for the candidate for that period.

Both the original and supplemental appear as separate line items in invoicing and payroll reports, making it easy to see what was added after the fact.

What to check when reviewing a supplemental

Supplemental timecards warrant extra scrutiny because they represent hours added after the fact:

Reason for the supplemental — confirm you understand why the original timecard was insufficient before approving.
No overlap with original — verify the supplemental hours don't duplicate dates or shifts already approved in the original card.
Block type — ensure hours are coded correctly, especially if the original and supplemental span different block types (e.g. some regular, some overtime).
Period alignment — the supplemental should cover the same pay period as the original. Hours for a different period should be on a separate timecard for that period.