Human Resources · Daily operations · 11 min read

Attendance days, corrections, overtime and timesheets

Review the attendance day built from punches, correct missing times, approve overtime by bucket, and approve weekly timesheets.

Before you begin

• Time and attendance must be on in Applications > Employees > Features.
• Punches arrive through Time & attendance > Import batches (an administrator's screen). Shifts, rosters and the working calendar must be set up: see Shifts, rosters and working calendars.
• HR with hr.employee.view sees the company. A line manager sees only their own team. Anyone else sees 'You do not have access to attendance.'
• Deciding a day or overtime needs hr.attendance.approve (company) or the manager rights for the team. Nobody decides their own day, overtime, correction or timesheet.

Steps

Review and approve a day

1. Open Employees > Time & attendance > Attendance days. Filter by From, To, Shift or Exception.
2. Read the row: first in, last out, scheduled, clocked, breaks, net, regular, late, early, short, overtime and payable hours.
3. Open a day to see the punches, how the hours were worked out, what is wrong, and the change log.
4. Select Approve day. If the day has overtime, tick Also approve the overtime found to approve it with the day. Add a note if you wish.
5. To undo, select Reopen; any overtime approved with the day is withdrawn.

Generate absent days

1. Select Generate absent days, enter From and To and confirm. Days are created only for people expected to work, up to yesterday, 62 days at a time. Approved leave shows as On leave, not Absent.

Correct missing times

1. For HR to fix a day at once, open it and select Correct the times. Enter the new First in or Last out and a Reason.
2. To ask for a correction, open Corrections and select New correction. Choose the employee, Work date, Kind (Missing punch in, Missing punch out, Wrong time, Missing session or Other), the times, and the Reason.
3. A different person selects Approve, or Reject with a note. The raiser can Withdraw.

Approve overtime

1. Open Overtime approvals. Select Approve on an item. The dialog shows hours found in each bucket (daily, weekly, rest day, holiday). Keep the hours as found or lower them per bucket.
2. Select Reject with a note if nothing is payable, or Withdraw the approval later with a reason.

Weekly timesheets

1. Open Timesheets and select New timesheet. Enter a date in the week and the employee (yourself, unless you have hr.attendance.manage).
2. Add lines: Date, Project reference or Task reference, Hours and a note. Select Save, then Submit.
3. The approver reads the Reconciliation with attendance, then selects Approve, or Return with a note.

What happens next

• An approved day has payable hours equal to regular hours plus approved overtime. Overtime that needs approval stays found and unpaid until decided.
• Corrections never overwrite punches. The original swipe is marked Replaced and a correction punch is added.
• Payroll prices overtime from the approved hours by bucket; attendance shows hours only.
• A day taken by payroll is locked. Changes after that are refused or queued as an adjustment if the period is unlocked.

Worked example. Shift 09:00 to 18:00 with an unpaid lunch 13:00 to 14:00 is 8.00 scheduled hours. Punches 09:00 and 19:30 give clocked 10.50, minus lunch 1.00 = net 9.50. Regular 8.00, overtime found 1.50 in the daily bucket. Approving the day with its overtime makes payable 9.50. Arriving at 09:25 with a 10 minute grace gives 15 minutes late.

For a timesheet, reported 44 hours against attendance 40.00 gives variance +4.00. With a tolerance of 2.00 hours it is flagged; a flag never blocks submission or approval.

Good to know

• A day with a missing punch cannot be approved: 'This day has a missing punch. Correct it before approving.'
• 'You cannot decide your own day.' 'You cannot correct your own day.' 'You cannot decide your own timesheet.' 'You cannot decide your own overtime.'
• 'A correction is decided by somebody other than the person who raised it.'
• 'There is already a correction waiting for that day.' 'A correction is for a day that has happened.' 'The exit must be after the entrance.'
• Payroll lock: 'Payroll has this day. Correct it in the next period.'
• Overtime: 'Only 4.00 hours of weekly overtime were found.' and 'Approve some hours, or reject the overtime.'
• Timesheet lines: 'Every line names a project or a task.', 'More than 24 hours on <date>.', 'That week already has a timesheet.' A project that Projects does not know is flagged, not refused.
• A timesheet is decided by someone other than who submitted it.
• Approve and reject buttons need a note when rejecting or returning. HR's direct correction is raised and decided by one person; the change log records the reason.
• The screens for the week start day, timesheet tolerance and double-swipe window do not exist yet.