Attendance and Overtime Management

Ø   Click “Attendance and Overtime Management” activity under “Employee Payroll Input – Bulk” component.       

The “Maintain Employee Attendance and Overtime” page appears.

Ø   Enter the following in the header:

Client Code	From the drop-down list box, select the code of the client. Mandatory.
Client Name	The name of the client is displayed on selecting the client code.
Service Location	The Service Location is displayed on selecting the client code. If there are multiple service locations then select from the combo but if there is only one service location then that will be defaulted. Mandatory.

Ø   Enter the following details under “Search Criteria” in the header:

Store/Branch/Office	On selecting the client code, the “Store/Branch/Office” gets displayed. From the drop-down list box, you are also allowed to select the employee’s store/office/branch. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory.
Process Period Alias	From the drop-down list box, select the required month for process period. The combo is loaded with various month options for you to choose. The system displays “Select” by default on launch of the page. Mandatory.
Attendance Cut off Date	On selecting the “Process Period Alias”, the attendance cutoff date is displayed.
Payroll Cut off Date	On selecting the “Process Period Alias”, the payroll cutoff date is displayed.
Salary Payroll Status	The salary payroll status of the employee.
Attendance Status	From the drop-down list box, select the status of the attendance. The combo is loaded with various various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory.
Employee Code	The code of the employee. Help facility available
Employee Name	The name of the employee.

The “Maintain Employee Attendance and Overtime” page consists of the following tabs:

4      Hourly – Record Attendance for Hourly Employees

4      OT – OT for Hourly and Daily Employees

4      Confirm Attendance – Confirm Attendance for Hourly and Daily Employees

 

Hourly

This tab enables you to record the number of hours worked by the employees who is tagged as hourly in the Employee Information tab for the selected Client Code, Service Location, Store/Branch/Office and Process period.

The multiline will get loaded with the above filtered employees with default work hours as the standard hours mentioned in the Parameter. Holidays, weekly offs, Leave days (Taken from the Leave module automatically), Days before Joining and Days after Separation will be defaulted as Zero.

 

You are allowed to edit the hours with actual timesheets hours in the legacy system wherever necessary. You are also allowed to modify and save ‘n’ number of times before it gets finalized for submit. Once the data is entered to the satisfaction of the user, then the user submits the hours for Authorization. Authorization process will happen as per the levels mentioned in workflow.

Once the authorization is done, the authorized records will get added to the existing hours in the “Confirm Attendance” Tab for Hourly Employees.      

Note: Hours entered cannot be greater than 24 hours per day in the “Confirm Attendance” tab.

         Hours cannot be entered, if Half Day leave is applied.

         Hours cannot be entered on Leave Days, Days before Joining and Days after separation.

The system displays the following field details in the multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee.
Status	The attendance status of the employee.
Jul 1, Jul 2, July 3, till Jul  31	Enter the number of hours worked by the employee.

The system displays the following field details on entering the number of hours worked by the employee:

Salary Payment Status	The status of the payment of salary.
Employee Payroll Status	The status of the employee’s payroll status.
Total Number of Hours Worked	The total number of hours worked by the employee.
Total Number of Days Worked	The total number of days worked by the employee.
Total Number of Absent Days	The total number days the employee was absent.
Total Number of Holidays	The total number of holidays in that particular month.
Total Number of Week Offs	The total number of weekly offs in that month.
Attendance Status	The status of attendance of the employee.
Error Remarks	Any error while creating the record is listed in this field.

Ø   Click “Save” pushbutton to save the details entered.

Note: You are allowed to edit the hours entered with actual time sheet hours in the legacy system whenever necessary. You are also allowed to modify the data and save ‘n’ number of times before it gets finalized for final submit. 

Ø   Click “Submit” pushbutton to submit the details entered.

Note: Once the data is entered as per your satisfaction, you are allowed to submit for authorization.

Ø   Click Authorize” pushbutton to authorize the submitted hours.   

Note: Once the authorization is done the authorized records will be shown in the “Confirm Attendance” Tab.

 

OT

This tab enables you to record the number of overtime hours of all the employees who are tagged as “OT Eligible” as “Yes” in the Employee Information tab for the selected Client Code, Service Location, State/Branch/Office and Process period.

The multiline will be loaded on select of additional filter criteria of Attendance Type and OT type, defaulted with the Attendance Type as ‘Hourly’ and OT Type as’ NA’.

You are allowed to select OT Type and then enter OT hours corresponding to the employee and the date for which OT hours needs to be recorded. If the same employee has different OT Type for the same date then the user can change the OT type and enter the hours corresponding to the employee and the date.

You are allowed to edit the hours with actual timesheets hours in the legacy system wherever necessary. You are also allowed to modify and save ‘n’ number of times before it gets finalized for submit. Once the data is entered to the satisfaction of the user, then the user submits the hours for Authorization. Authorization process will happen as per the levels mentioned in workflow.

Once the authorization is done, the authorized records will get added to the existing hours in the “Confirm Attendance” Tab for Hourly Employees.      

Note: Hours entered cannot be greater than 24 hours per day in the “Confirm Attendance” tab.

         Hours cannot be entered, if Half Day leave is applied.

         Hours cannot be entered on Leave Days, Days before Joining and Days after separation.

The system displays the following field details in the multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee.
Status	The attendance status of the employee.
Attendance Type	The type of attendance.
OT Type	The type of overtime.
Jul 1, Jul 2, July 3, till Jul  31	Enter the number of hours worked by the employee.

Note: The multiline will be loaded on select of additional filter criteria of Attendance Type and OT type, defaulted with the Attendance Type as ‘Hourly’ and OT Type as’ NA’.

The system displays the following field details on entering the number of hours worked by the employee:

Salary Payment Status	The status of the payment of salary.
Employee Payroll Status	The status of the employee’s payroll status.
Total Number of OT Hours Worked	The total number of overtime hours worked by the employee.
Total Number of Weekly off Hours	The total number of days worked by the employee.
Total Number of Holiday Pay Hours Worked	The total number of holidays in that particular month.
Attendance Status	The status of attendance of the employee.
Error Remarks	Any error while creating the record is listed in this field.

Ø   Click “Save” pushbutton to save the details entered.

Note: You are allowed to edit the hours entered with actual time sheet hours in the legacy system whenever necessary. You are also allowed to modify the data and save ‘n’ number of times before it gets finalized for final submit. 

Ø   Click “Submit” pushbutton to submit the details entered.

Note: Once the data is entered as per your satisfaction, you are allowed to submit for authorization.

Ø   Click Authorize” pushbutton to authorize the submitted OT hours.   

Note: Once the authorization is done the authorized records will be shown in the “Confirm Attendance” Tab.

Confirm Attendance

This tab is a display only tab where in the attendance for Daily and Hourly Employees are consolidated.

The Confirm Attendance Tab is a display only tab where in the attendance for Daily and Hourly Employees are consolidated.

The following columns will be calculated and will be displayed for verification purpose.

4      Total No. of Days

4      Total No. of LOP Days

4      Total No. of Leave Days

4      Total No. of Weekly offs

4      Total No. of Holidays

4      Total No. of Present Days

4      Total No. of Paid Days

You are allowed to select the select the “Confirm Final Attendance” column as “Yes” or “No” against the employee attendance record and click on the “Confirm” pushbutton for the record to get confirmed and takes this as input for processing payroll.

Nomenclature for reading the Confirm attendance tab is as follows:

Attendance type	Attendance	Description
Daily	P	Present
Daily	P/2.0	Present/No. of OT hours
Daily	Holiday	Holiday
Daily	CL/PL/SL	Leave Type Applied For
Daily	HL/CL	Half day Leave/<Leave Type Applied for>
Daily	WOFF	Weekly Off
Daily	NH	New Hire
Daily	S	Separated
Hourly	9.00	Total Number of Hours worked in the day
Hourly	Holiday	Holiday
Hourly	CL/PL/SL	Leave Type Applied For
Hourly	HL/CL	Half day Leave/<Leave Type Applied for>
Hourly	WOFF	Weekly Off
Hourly	NH	New Hire
Hourly	S	Separated

 

The system displays the following field details in the multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee.
Attendance Type	The type of attendance.
Confirm Final Attendance	From the drop-down list box, select the required option.
DOJ	The date on which the employee has joined.
Work Location	The work location of the employee.
Store/Branch/Office	The “Store/Branch/Office” gets displayed.
Department	The department of the employee.
Job	The job type of the employee.
Jul 1, Jul 2, July 3, till Jul  31	Enter the number of hours worked by the employee.
Salary Payment Status	The status of the payment of salary.
Employee Payroll Status	The status of the employee’s payroll status.
Total number of Days	The total number of days worked.
Total Number of LOP Days	The total number of loss of pay days.
Total No of Leave Days	The total number of leave days.
Total Number of Weekly Offs	The total number of weekly offs in that month.
Total Number of Holidays	The total number of holidays in that particular month.
Total Number of Present Days	The total number of days present.
Total Number of Paid Days	The total number of paid days

Ø   Select the particular record and Click “Confirm” pushbutton to confirm the attendance.