Specify Calculation Methods and Methods for Displaying Times in Time and Attendance

This document explains how you specify various calculation methods that affect how times are calculated in the Time and Attendance component group. You also specify how times are to be displayed in Time and Attendance.

Outcome

Calculation methods have been selected in accordance with your company's policy.

You have also specified the format by which times are displayed in Time and Attendance programs.

Calculation methods are stored in the CSYTAB file.

The specified calculation methods, in cooperation with existing time rules, an employee's schedule, the employee group to which the employee belongs and the employee's clocked times, determine how times are calculated.

Before you start

The starting conditions listed in Configuring Time and Attendance and Manufacturing Order Processing are met.

Follow These Steps

  1. Start 'Settings – Time and Attendance' (TMS950).

  2. Enter whether calculated times are to be approved automatically on the E panel.

  3. Enter in the 'Create positive differences' field whether positive time is to be created from the time type specified for the individual employee in the 'Time type missing time' field in 'Person. Open' (CRS530).

  4. Enter how times are to be displayed in the 'Display time in hours and minutes' field.

  5. Enter the separator to be used between hours and minutes when displaying times.

    This field is only used if value 1 has been entered in the 'Display time in hours and minutes' field on the same panel.

  6. Enter how flextime and overtime are to be processed in relation to each other.

  7. Enter the time that must pass between two clocked times of the same type for both to be valid.

  8. Enter the time interval to be used when calculating overtime. Press Enter.

Parameters to Set

Program ID/Panel Field The field indicates …
(TMS950/E) Auto approval

… whether calculated times are to be approved automatically in 'Calculated Time. Approve On-screen' (TMS230).

The valid alternatives are

0 = No

1 = Yes.

Note

Only days that exclusively contain attendance times according to an employee's schedule and/or flextime can be approved automatically. If, for example, overtime or absence has been created for a particular day, this day's times must be approved manually.

(TMS950/E) Create positive differences

… whether positive time can be created from the time type specified for an employee in the 'Time type missing time' field in 'Person. Open' (CRS530).

The valid alternatives are

0 = No

1 = Yes.

Normally, 0 is specified in this field. This means that missing time that is created for an employee is negative.

(TMS950/E) Display time in hours and minutes

… whether time is to be displayed in hours and minutes.

The valid alternatives are

0 = No

1 = Yes.

If value 0 is entered, time is displayed in hours and hundredths of an hour.

If value 1 is entered in this field, a value must also be entered in the 'Separator between hours and minutes' field on the same panel.

(TMS950/E) Separator between hours and minutes

… the separator to be used in the system between hours and minutes.

Example

Using a colon (:) as the separator will result in the following format: 8:35.

This field is only used if the 'Display time in hours and minutes' field on the same panel contains 1.

(TMS950/E) Flex and overtime combinations

… how flextime and overtime are to be processed in relation to each other.

The valid alternatives are

0 = Flextime and overtime can be combined making both negative flextime and overtime possible in the same day. If overtime is clocked during lunch (and the employee takes less lunchtime than he/she is entitled to) flextime will be created.

1 = Morning or evening flextime can only be combined with overtime if ordinary work times have been fulfilled. If overtime is clocked during lunch (and the employee takes less lunchtime than he/she is entitled to) flextime will be created.

2 = Same as alternative 1, but if the employee takes less lunch time than he/she is entitled to, overtime is created.

3 = Same as alternative 0, but if the employee takes less lunch time than he/she is entitled to, overtime is created.

Conditions

Alternatives 2 and 3 are only valid if the overtime that is created belongs to a time definition for which value 1 has been specified in the 'Overtime lunch' field in 'Work Hour Group. Connect Time Type' (TMS110). See Create Time Definition for Overtime, Miscellaneous Time and Shorter Work Hour in Time and Attendance.

Example 1 (no time clocked for lunch)

An employee's schedule time is 8 a.m. to 5 p.m., with lunch between 12 p.m. and 1 p.m.

The employee clocks in at 8:30 a.m.

He clocks out at 5:30 p.m. as overtime.

Attendance time is 8 hours. The following flex and overtime are created:

Value 0: Flextime – 30 minutes (8 a.m. – 8:30 a.m.) and overtime – 30 minutes (5 p.m. – 5:30 p.m.)

Value 1: Neither flextime nor overtime is created. The employee has clocked 30 minutes negative flex and 30 minutes overtime. Overtime can not be created since he/she has not worked more than his/her normal work time. Instead, the last 30 minutes are counted as positive flex and the positive and negative flextimes cancel each other out.

Example 2 (lunch is clocked)

1. An employee's schedule time is 8 a.m. to 5 p.m., with lunch between 12 p.m. and 1 p.m.

2. The employee clocks in at 7:45 a.m.

3. He clocks out at 12 p.m.

4. He clocks in at 12:30 p.m. as overtime.

5. He clocks out at 5:30 p.m. as overtime.

6. Attendance is 9 hours and 15 minutes. The following flex and overtime is calculated:

* Value 0: Flextime 45 minutes (7:45 – 8, 12:30 – 1) and overtime 30 minutes (5 – 5:30).

* Value 1: Flextime 30 minutes (12:30 – 1) and overtime 45 minutes (7:45 – 8, 5 – 5:30).

* Value 2: Overtime 1 hour and 15 minutes (7:45 – 8, 12:30 – 1, 5 – 5:30).

* Value 3: Flextime 15 minutes (7:45 – 8) and overtime 1 hour (12:30 – 1, 5 – 5:30).

(TMS950/E) Permitted limit between clock in or out

… the number of seconds that must pass between two clock ins/outs for the second one to be permitted. The time period specified applies to two actions of the same kind, for example, two clock ins or two clock outs.

If a second clock in/out is made within this period, it will not be accepted by the system.

(TMS950/E) Calculation type overtime

… the time period to be used when calculating overtime.

The valid alternatives are

0 = Days

1 = Weeks

2 = Months.

If the Weeks or Months time periods are selected, values must be entered in the 'From period hours' and 'To period hours' fields in (TMS110) for the current overtime types. See Create Time Definition for Overtime, Miscellaneous Time and Shorter Work Hour in Time and Attendance.

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