Create Time Type in Time and Attendance

This document explains how you create time types in the Time and Attendance module. Time types are basic elements for the module. They are used as the basis for calculating times.

Outcome

A time type is created. A time category and other values are entered. These cooperate in determining how times having this time type are calculated and presented.

The time type can also be connected to a balance, a pay element and another time type.

Time types are stored in the MTMTTY file.

Time types are used for calculating times. This is done in 'Calculated Time. Generate' (TMS400), 'Calculated Time. Approve On-screen' (TMS230) or via night runs in 'Night Run. Start' (CRS999).

You connect the time type to a work hour group, employee group and time period in 'Work Hour Group. Connect Time Type' (TMS110). This means that, under certain conditions, overtime, miscellaneous time and shorter work hour are calculated.

You connect the time type to an absence type, an employee group, a work hour group and a time period in 'Absence Type. Connect Time Type' (TMS140). This means that times that in some cases result in monetary compensation, time off, etc. can be calculated despite the employee's absence from work.

Before you start

Follow These Steps

  1. Start 'Time Type. Open' (TMS100).

  2. Enter the identity for the time type you wish to create on the B panel. Press New.

  3. Enter a name and description of the time type on the E panel.

  4. Enter a time category for the time type.

  5. Enter, if necessary, the pay element that this time type is to receive.

    Only enter information in this field if the Payroll Administration module is used.

  6. Select one of the following alternatives:

    • If you want another time to be automatically created each time a time having this time type is created, go to step 7.
    • If you do not want another time to be automatically created each time a time having this time type is created, enter how times having this time type is to affect the registered time in the 'Effect on time worked' field.
  7. Enter the time type with which you want the new time to be created in the 'Automatic generation time type' field on the E panel.

  8. Determine the length of the new time by specifying a value in the 'Time factor' field.

  9. Enter how times having this time type is to affect the registered time in the 'Effect on time worked' field.

  10. Enter how times having this time type are to affect times that are grounds for overtime on the E panel.

    You must enter the same value in this field as in the 'Effect on time worked' field found on the same panel. Exception: Absence type 'Arrive late, leave early' should receive value 2 in this field and value 1 in the 'Effect on time worked' field on the same panel.

  11. Select one of the following alternatives:

    • If times that are created with this time type are to be rounded off, go to Enter Rounding Off of Time Type .
    • If times that are created with this time type are not to be rounded off, skip Enter Rounding Off of Time Type .
  12. To define a rounding off of time type, enter how times having this time type are to be rounded off in the 'Rounding off minutes' field on the E panel.

  13. Enter the time type that time left after rounding off is to receive in the 'Time type remaining time' field.

  14. Enter whether times having this time type are to be rounded of upwards or downwards in the 'Rounding off type' field.

  15. Select one of the following alternatives:

    • If times that are created with this time type are to be connected to a balance, go to step 16.
    • If times that are created with this time type are not to be connected to a balance, go to step 20.Enter More Basic Data .
  16. To define a balance for the time type, enter the balance to which you want to connect times having this time type in the 'Balance' field on the E panel.

  17. Enter how times having this time type is to affect the balance in the 'Balance time factor' field.

  18. Enter the unit to be used for storing times having this time type in the balance in the 'Balance time unit' field.

  19. Enter whether times that are created with this time type are to be displayed in (TMS230) in the 'Display time type' field on the E panel.

  20. Select one of the following alternatives:

    • If this time type is of time category 1 = 'Overtime', enter (if necessary) the time type to be used if overtime is to be compensated in time off rather than money in the 'Time type overtime to time off' field.

      Press Enter to save the time type.

    • If this time type is of time category 2 = 'Absence' or 7 = 'Fixed time', go to step 22.
    • If this time type is of any other time category, press Enter to save the time type.
  21. Press Enter to reach the F panel.

  22. Enter whether this time type should overrule flex in the 'Overrule flex' field.

  23. Enter whether absence time and overtime are to be adjusted when compared to an employee's schedule time in the 'Adjust time to schedule time' field.

  24. Enter, if necessary, the minimum number of hours that times having this time type can receive.

  25. Enter, if necessary, the maximum number of hours that times having this time type can receive.

  26. If the time type will (also) apply for part-time sick leave, specify a percentage in the 'Fixed percentage of work hours' field OR activate the 'Retrieve percentage from doctor's certificate' check box. (Only valid for time types with time category 2.)

  27. Press Enter to save the time type.

Parameters to Set

Program ID/Panel Field The field indicates …
(TMS100/E) Time category

… how times having the current time type are calculated. The time type's time category also determines how it is presented in 'Calculated Time. Approve On-screen' (TMS230).

The valid alternatives are:

0 = Miscellaneous time. Used for time types that do not fall under any other time category, time types that create inconvenient working hours or run times, for instance. For more information about run times, see Run Time in Time and Attendance.

1 = Overtime. Used for time types that create overtime, that is, time outside normal working hours for which the employee receives compensation in the form of either money or time off.

2 = Absence time. Used for time types that create times when the employee has not attended during his/her schedule time.

3 = Attendance time. Used for time types that create times when the employee has been in attendance. A time type having this time category must exist in order for time to be calculated.

4 = User-defined overtime. Used for time types that create overtime that functions differently than normal overtime (time category 1).

5 = Flextime. Used for time types that create flextime.

6 = Missing time. Used for time types that handle missing times when calculating and when the employee's schedule time is compared to his/her clocked times.A time type having this time category must exist in order for time to be calculated.

7 = Fixed time. Used for time types that create a fixed time each time the employee clocks in on scheduled days. Example: 1. Companies that work in days between two holidays by adding a number of minutes of a time type having this time category to an employee's time each day he/she is in attendance. 2. To create fixed costs such as lunch or breakfast.

8 = Shorter work hour.

9 = User-defined overtime 2. Used if there is a need to create more than one unique overtime that differs from normal overtime.

10 = User-defined overtime 3. Used if there is a need to create more than two unique overtime that differs from normal overtime.

(TMS100/E) Pay element … the pay element that times with the current time type receive if the Time and Attendance module is connected to a payroll system.
(TMS100/E) Automatic generation time type

… the time type that is used when a new time is to be created from the current time type. This means that every instance a time having the current time type is created, another time having the time type specified here is automatically generated.

Example

1. A time having time type 'Overtime' has been created.

2. This field contains 'Compensation 6 minutes' for the time type.

3. A time having time type 'Compensation 6 minutes' is automatically created.

Note

If you enter a value in this field, you must also enter a value in the 'Time factor' field on the same panel.

(TMS100/E) Time factor

… the value by which the time is multiplied for the current time type. The result is the length of the new time that is automatically created from the time type specified in the 'Automatic generation time type' field on the same panel.

The factor can be either positive or negative.

Example

1. A one-hour attendance time is created.

2. For time type 'Overtime', the fields 'Automatic generation time type' and 'Time factor' contain values 'Compensation 6 minutes' and '0.1' respectively.

3. A new time of 0.1 hours (1 x 0.1), time type 'Compensation 6 minutes' is created.

Note

If you enter a value in this field, you must also enter a value in the 'Automatic generation time type' field on the same panel.

(TMS100/E) Effect on time worked

… how times having the current time type affect the time accounted for by the employee.

Each instance that time is calculated, a number of times are automatically created. M3 checks that the sum of these times equals or exceeds the employee's schedule time. Each time that is created affects the employee's registered times. The registered times are then compared to the employee's schedule time. If the registered time is less than the schedule time, the times do not equal or exceed the schedule time. Thus, missing time is automatically generated.

The valid alternatives are:

0 = does not affect accounted time.

1 = added to the accounted time.

2 = deducted from the accounted time.

Guiding principles

Value 0 is entered for time types having time categories 0 and 6.

Value 1 is entered for time types having time categories 2 and 3.

Value 2 is entered for time types having time categories 1, 4 and 5.

The value that is entered for a time type in this field must be identical to the value entered for the time type in the 'Affect overtime' field on the same panel. Exception: Absence type 'Arrive late, leave early' should receive value 2 in this field and value 1 in the 'Affect overtime' field.

(TMS100/E) Time type overtime to time off

… the time type to be created when the employee has worked overtime to be compensated with time off.

Conditions

* The current time type has time category 1.

* The employee has clocked in using 'F5 = In overtime time off' and out using 'F6 = Out overtime time off'.

(TMS100/E) Affect overtime

… how times having the current time type affect the time that generates overtime. This is used to check that the work hour measurement is fulfilled during the calculation of overtime.

The valid alternatives are:

0 = No affect on overtime-generating time.

1 = Add to overtime-generating time.

2 = Deduct from overtime-generating time.

Guiding principles

Value 0 is entered for time types having time categories 0 and 6.

Value 1 is entered for time types having time categories 2 and 3.

Value 2 is entered for time types having time categories 1, 4 and 5.

Exception: Absence type 'Arrive late, leave early' should receive value 2 in this field and value 1 in the 'Affect on time worked' field on the same panel.

(TMS100/E) Rounding-off minutes

… the number of even minutes by which times having the current time type are rounded off.

Example

If value 30 is specified in this field, all times having the current time type will be rounded off to the nearest hour (on the hour) or half hour (on the half hour).

(TMS100/E) Time type remaining time

… the time type that the remaining time after rounding off receives for times having the current time type.

Note that if this field is left blank and the time is rounded off downward, the negative remaining time will become missing time.

Example

1. A time of 1 hour, 40 minutes has been rounded off to 1 hour, 30 minutes.

2. The field contains the value 'Flex' for the current time type.

3. A time of 10 minutes has been created having time type 'Flex'.

(TMS100/E) Rounding off type

… how the times having the current time type are to be rounded off.

The valid alternatives are:

0 = No rounding off

1 = Rounding off downwards

2 = Rounding off upwards.

(TMS100/E) Balance … the balance that is affected when times having the current time type are created or changed. Each time this occurs, the balance specified in this field is automatically updated.
(TMS100/E) Balance time factor

… the value that is multiplied by the time for the current time type. The balance field is updated with the result of the calculation.

The time factor can be positive or negative.

Example

  1. The time is 2 hours.

  2. This field contains value 1.

  3. The balance is increased by 2 (2 x 1) hours.

(TMS100/E) Balance time unit

… how times having the current time type are stored in the balance.

The valid alternatives are:

0 = Hours

1 = Days.

Example

1. The schedule time is 8 hours. The time having the current time type is 4 hours.

2. If value 0 has been specified in this field, the balance will be updated with 4 (4 hours).

3. If value 1 has been specified, the balance field will be updated with 0.5 (4/8 = 0.5 days).

(TMS100/E) Display time type

… whether times having the current time type are to be displayed in (TMS230).

The valid alternatives are:

0 = No

1 = Yes.

Note that if you have connected a time type to a pay element in the 'Pay element' field on the same panel, value 1 must have been specified in this field.

(TMS100/F) Overrule flex

… whether absence times should be generated when absence codes are used for clocking in and out during allowable flextime.

The valid alternatives are:

0 = No, do not generate absence time (generate flextime)

1 = Yes, generate absence time.

Example

1. Scheduled time is 8 hours (8:00 a.m. – 5:00 p.m.)

2. Morning flextime is between 7:00 a.m. and 9:00 a.m.

3. Evening flextime is between 4:00 p.m. and 6:00 p.m.

4. Clocking in takes place at 8:00 a.m.

5. Clocking out with absence code takes place at 4:15 p.m.

6. Value 0: A flextime of –45 minutes is created. No absence time is created. Value 1: An absence time of 45 minutes is created. No flextime is created.

(TMS100/F) Adjust time to schedule time

… whether the overtime worked and absence time are to be adjusted to the scheduled time so that the employee does not receive overtime if the sum of these is greater than the scheduled time.

The valid alternatives are:

0 = No, do not adjust absence time

1 = Yes, adjust absence time.

Example

1. Scheduled time is 8 hours (8:00 a.m. – 4:00 p.m.)

2. Clock in 7:00 a.m. with overtime paid

3. Clock out 3:00 p.m. with absence code

4. Before the adjustment is made, the attendance time is 7 hours, the absence time is 2 hours and overtime is 1 hour.

5. After the adjustment, the attendance time is 7 hours and the absence time is 1 hour. No overtime is created.

(TMS100/F) Minimum number of hours

… the least number of hours that the times with the current time type receive.

Rules for both the 'Minimum number of hours' and 'Maximum number of hours' fields

* If value 1 is entered in the 'Adjust time to schedule time' field on the same panel, times with the current time type will be adjusted so that it is possible to adjust them to the schedule time. This is even true if the time becomes shorter or longer than specified in these fields.

* If the time type is of time category 7, the same value must be specified in these fields. The value that is entered is then the length of the times having the current time type.

Example

1. Value 2 is specified in this field.

2. The employee clocks out 1 hour before the end of the workday using absence type 'Compensatory time off'

3. Two hours of compensatory time are generated.

(TMS100/F) Maximum number of hours

… the maximum number of hours that times having the current time type can receive.

Example

1. Value 2 has been specified in this field.

2. The employee clocks out 1 hour before the end of the workday with absence type 'Compensatory time off'.

3. Two hours of 'Compensatory time off' are created.

(TMS100/F) Fixed percentage of work hours

… the percentage to be multiplied to the schedule time when times having the current time type are calculated.

Example

1. The employee is on sick leave part time and therefore clocks in using an absence type.

2. Value 25 is entered in this field for the time type to which the absence time is connected.

3. The employee's schedule time is 8 hours.

4. A fixed time of 2 hours (8 x 0.25 = 2) is created.

(TMS100/F) Retrieve percentage from doctor's certificate

… whether absence time will be calculated by multiplying the employee's schedule time with the percentage specified on the certificate regarding the absence in 'Doctor's Certificate. Open' (PRS399).

The valid alternatives are:

0 = No

1 = Yes.

Example:

* The employee is on sick leave part time and therefore clocks in using an absence type.

* Value 1 has been specified in this field for the time type to which the absence type is connected.

* The employee's schedule time is 8 hours.

* A doctor's certificate on which the absence percentage is set to 50% has been registered in (PRS399).

* An absence time of 4 hours (8 x 0.5 = 4 hours) is created.

Note that you can use this type of calculation only if the Payroll module is used, since the certificates are entered in a payroll program.

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