Handling Time and Attendance

This document explains how you handle time reporting in Time and Attendance, including how to

Outcome

All times that have been calculated and approved are transferred to history and a payroll system in the form of time transactions. These transactions are of a particular length and have been connected to a specific pay element. If necessary, the transactions have been totaled per time type and connected to a particular payroll period. For more information, see Transfer Approved Times to History and Payroll.

You have learned how much time employees have spent on activities that lie outside their normal work tasks (union work, for example). If necessary, the activities have been connected to a pay element and transferred as transactions to a payroll system.

You have used one or more display programs for the purpose of investigation. For example, employees may have inquired about their salaries and you have reviewed the historical transactions in order to provide a correct answer.

Once the transactions have been moved to your payroll system, you can include them in a payroll run, which means that employees are paid according to how they have worked.

For information on the files affected, see documents listed in the See also section.

Before you start

Follow these steps

  1. Reporting Time

    Employees report the valid times for their workdays by clocking in Time and Attendance. Employees can, for example, choose to clock in/out normal time, overtime or clock a planned absence.

    For each clocked time, a clocked transaction is created. These transactions are the basis for how employee times are calculated.

  2. Calculating Time

    Times are calculated for employees from the existing clocked transactions. You can select to calculate times for:

    • All employees in the company via a night run.
    • A defined selection of employees.
    • A single employee and seven-day period.
  3. Reviewing, Adjusting and Approving Calculated Times

    When times are calculated, you must review and approve them. The review may result in the necessity to adjust the clocked transactions that were used as the basis for the calculated times. If you have adjusted transactions, you must recalculate the times for the changes to be made permanent.

  4. Transfer Approved Times to History and a Payroll System

    You transfer approved times to history and a payroll system in order for them to be included in a payroll run. You can choose to total all time transactions belonging to a particular time type or connect all transactions to a particular payroll period when transferring them.

  5. Handling Activities

    Note: This activity can be performed independently of the work flow, before activities are transferred (together with the calculated times) to a payroll system.

    Activities are used to measure the time spent on tasks that lie outside an employee's normal work tasks (union work, for example). The employees clock their own activities, which are automatically calculated when the employee ends the activities.

    If necessary, you can adjust and recalculate activities.

  6. Analysis

    Note: This activity can be performed independently of the work flow, before activities are transferred (together with the calculated times) to a payroll system.

    You can use various display programs to review various phenomena in Time and Attendance. You can, for example:

    • Review schedules, flex schedules and overtime rights for employees.
    • Review all historical transactions, that is, the transactions that have been transferred to history and a payroll system. This includes both calculated times and the clocked transactions that were the basis for the calculated times.

    For more information, see Display Programs in Time and Attendance.

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