Employee Payroll Attendance - An overview

Attendance of an employee is one of the important factors, which determines the computation of his/her salary since many of the pay element values could be based on attendance.  The various activities involved in tracking and making available the attendance data of an employee for processing the payroll are briefly explained below.

Record attendance data

This activity is used to enter attendance details for an employee or group of employees mapped to a payset or a payroll.  There are three ways through which attendance can be recorded for employees for payroll purpose, which are 1- Direct Entry, 2- Formula, 3- ARS.

Direct Entry: In this method the user enters the total number of attendance units for which an employee has worked.

Formula: In this method the number of attendance units for which the employee works during a process period is arrived at, based on the rule specified at the time of defining an attendance type.

ARS: Attendance data pertaining to an external Attendance Recording System is taken into the HRMS Payroll system and processed in payroll to arrive at the attendance units for employees.

Process employee attendance

This activity is used to process the employee attendance of all the employees mapped to a specified payset or payroll for a selected process period. the processing would be required for Formula and ARS based attendance types only.

Authorize attendance

After attendance details are processed, they must be authorized. Authorizing indicates that the processed attendance details have been verified and are ready for payroll processing. Through this activity, you can authorize a processed attendance for all the three modes of recording the attendance viz. Direct entry, Formula based and ARS.  Processing attendance details involves specifying a payroll attendance unit, Employment unit, a payroll, a process period and the attendance type for which processing is to be performed.  Irrespective of mode of entry, attendance must to be authorized before Payroll Processing.

Modify processed attendance

This activity is used to modify the processed employee attendance details of an employee for a selected process period.  This pertains to attendance of Formula and ARS based and not for Direct Entry.

Set attendance process status

This activity is used to either abort or reset an attendance process.  The mode of entry of attendance must be either Formula based or ARS.

Aborting the attendance process - Aborting an attendance process, stops processing of attendance details in between.

Resetting the attendance process - Resetting an attendance process reverses all that has been done during processing.

Unauthorize attendance

This activity is used to unauthorize the attendance data that has been already   authorized when the authorized attendance data needs modifications.  Since authorized data cannot be modified, it must be unauthorized in order to undo the authorization.  Once the attendance data has been used for payroll processing, it cannot be changed.

View attendance data

This activity is used to view the attendance details of an employee or group of employees mapped to a payset or a payroll.  The attendance details of the employees can be viewed only if the mode of entry is Direct entry or Formula based  (incase date wise attendance details are not maintained).

View processed attendance

This activity is used to view the processed attendance details of an employee only if the mode of entry is ARS or Formula based  (incase day wise attendance details are maintained).

 The attendance data entries must be viewed, modified and verified before it is used for payroll processing because once the attendance data has been used for payroll processing, it cannot be changed.

 Getting familiar with the activities inside

The following table lists the activities involved in recording the employee’s payroll attendance details.