This document explains how to calculate employee times in Time and Attendance.
Time transactions are created. Each time that is created:
The time can be connected to a pay element, cost center or balance, or both. If the time is connected to a balance, then the balance will be automatically updated, that is, the length of time is added to the balance.
An entire day's times have automatically been approved if only attendance times (created according to the employee's schedule), or flextimes, or both were created for the day. Value 1 must be specified in the 'Automatic approval' field in 'Settings – Time and Attendance' (TMS950) for this to have occurred.
If needed, you can have a printed report with information about the calculated times. You can print the report in 'Calculated Time. Print Approved' (TMS500) or in 'Calculated Time. Print' (TMS590). If needed, you can also have a printed report with information about the updated time balances for each employee. You can print in 'Time Type. Print Balance' (TMS585).
For more information on the outcome of this process, see each underlying instruction.
The times that are calculated should be reviewed before they are approved. You can use a number of programs for reviewing calculated times. See Checking, Adjusting and Approving Calculated Times in Time and Attendance.
Information about calculated time transactions (with the exception of absence times) is stored in the MTMTTR, MTMTR1, and MTMTR2 files.
The MTMTPS file is updated with information on overtime.
Absence times are stored in two files:
Choose how you want to calculate employee times in Time and Attendance.
This method calculates times for the entire company in a night run by entering a time for automatic calculation. This is the most common way of calculating times and the calculation includes (with one or two occasional exceptions) all employees.
You do this in 'Night Run. Start' (CRS999).
Enter a selection of employees whose times you wish to calculate as well as a time for automatic calculation. You do this when you cannot calculate times via normal night runs. You can also do this when you have reviewed calculated times, adjusted incorrect times and want to recalculate time for a larger selection of employees.
You do this in 'Calculate Time. Generate' (TMS400).
This method calculates times for an employee for a seven-day period. You do this when you have reviewed calculated time, adjusted incorrect times, and want to recalculate time for individual employees.
Calculate the times in 'Calculated Time. Approve On-screen' (TMS230). See Review, Calculate and Approve Calculated Times and Clocked Transactions in Time and Attendance.