Checking, Adjusting and Approving Calculated Times in Time and Attendance

This document explains how you handle calculated times from the time of calculation to the time that they are ready to be transferred to payroll/history. This means that you:

You take these steps before transferring calculated times to history and a payroll system.

Outcome

You have reviewed and adjusted the results of the time calculation. This means that:

The approved times can be transferred to history and a payroll system. This is done in 'Approved Time. Transfer to Pay/History' (TMS800).

See each underlying instruction for the files affected.

Before you start

Follow these steps

Outline

Note that this is only a description of the stages of the process. When you work practically you will work with more than one stage at a time. After this section, a practical workflow and a summary of the programs that can be used are suggested.

  1. Review

    Review the times that are calculated. If any times seem unclear, you should research why they look the way they do. Examples of how to do this:

    • Review the clocked transactions that are the basis for the calculated times.
    • Review the various settings (for example, schedules, employee calendars, and overtime time definitions) that determine how times are calculated.
    • Speak to the employee about why his/her clocked transactions look as they do.
  2. Adjust

    Make necessary adjustments. Examples of how to do this:

    • Create new, delete or change existing clocked transactions.
    • Reverse a group of calculated times.
    • In some cases, adjust settings (overtime rights for example).
  3. (Re)calculate

    Recalculate the times when you have made changes. For information on calculating times, see Calculating Times in Time and Attendance.

  4. Approve

    Approve all calculated times. You can approve:

    • Times from a list, either each time individually or all times displayed on the panel.
    • All times that are calculated for an employee and a seven-day period.

    If needed, you can print a record with the calculated times in 'Calculated Time. Approved' (TMS500) and let the employees themselves also approve the calculated times.

    For more information on approving times, see Approving Calculated Times in Time and Attendance.

Suggestion for practical workflow

  1. Review/Approve Calculated Times

    Review the calculated times in 'Calculated Time. Update' (TMS220). Immediately approve the times that meet the criteria for approval.

  2. Review Clocked Transactions

    You should research the cause of any ambiguous calculated times (for example, if missing time has been created or a lot of overtime has been calculated for an employee that does not have overtime rights). This is done in 'Clock In/Out Transaction. Open Schedule Day' (TMS215) by reviewing the clocked transactions that were the basis for the calculated times.

    Alternatively, you can also:

    • Start 'Calculated Time. Approve On-screen' (TMS230) to review the clocked transactions together with the calculated times. If you want to adjust the transactions, you must run (TMS215). If you do not want to adjust the transactions you can immediately approve the times that have not yet been approved.
    • Review schedules, flex schedules and time definitions in 'Clock In/Out Transaction. Display Schedule Day' (TMS310).
    • Discuss the ambiguities with the employee.
  3. Select Action after Review

    You can select to:

    • Not make any changes. (Note that you must approve the times that you did not immediately approve.)
    • Adjust clocked transactions.

      If necessary you can adjust clocked transactions in (TMS215). You can for example, create new, delete or change transactions.

    • Delete calculated times.

      If necessary you can delete calculated times either one by one in (TMS220) or a group of times in 'Clock In/Out Transaction. Reverse' (TMS420).

  4. Recalculated Times, Review and Approve

    If you have made changes to or deleted calculated times, you should in most cases recalculate time. This is done in (TMS230). You can also review and approve the calculated times in this program.

    Alternatively, if you need to recalculate times for an entire group of employees, use (TMS400). For more information, see Calculating Times in Time and Attendance.

  5. Search for Incorrect Clocked Transactions

    If you have not made any changes, do a last check of the time calculation by searching for incorrect clocked transactions (status 10). This is done in 'Clock In/Out Transaction. Update Incorrect' (TMS240).

    • If you find any incorrect transactions, return to activity 2.
    • If you do not find any incorrect transactions, the review is complete and the calculated and approved times can be transferred to history and a payroll system.

Program overview

This table shows the programs that can be used for this process and what they are used for.

Program ID

Review

Adjust

Approve

Tips

This program…

(TMS220)

X

X

X

… provides you with a good overview when reviewing calculated times. You can immediately approve correct times.

Note that you only review and adjust calculated times and not the clocked transactions that are the basis for the calculation.

Sorting order: Times are displayed per employee/department/planning area and schedule date

(TMS230)

X

 

X

… provides you with a good overview. If you need to adjust transactions, you run (TMS215) and return to recalculate times.

Note that you can review calculated times and clocked transactions simultaneously.

Sorting order: Times/transactions are displayed per employee and seven-day period.

(TMS215)

X

X

 

… is used to check and adjust clocked transactions, You work simultaneously with all transactions done by an employee during a day..

Sorting order: Transactions are displayed per employee/department/planning area and schedule date.

(TMS210)

X

X

 

… is used to check and adjust individual transactions.

Sorting order: Transactions are displayed one by one.

(TMS310)

X

   

… is used to review the settings (schedule, flex schedule, overtime rights, miscellaneous time, etc.) that determine how times are calculated.

This program can help explain why calculated times look as they do.

Sorting order: Per employee and schedule date.

(TMS430)

X

   

… is used to review the amount of time that has been calculated for time types having different time categories (attendance and absence for example).

Sorting order: Times are displayed per employee/department/planning area and your choice of time period.

(TMS420)

 

X

 

… is used to reverse calculated times. These are reversed when you want to remove old times in order to do a fresh calculation.

(TMS240)

X

X

 

… is used to search for and adjust incorrect clocked transactions (status 10).

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