Calculating and Handling Missing Time in Time and Attendance

This document explains how missing time is calculated in Time and Attendance as well as the values that affect the calculation. It also explains how to deal with missing time that has been calculated for an employee.

Outcome

You have learned how missing time is defined in Time and Attendance. You have also learned the following:

This knowledge will aid you when working with missing time.

Before You Start

Purpose

This document can provide you with a deeper understanding of how missing time is calculated and handled in Time and Attendance.

When

This document can be useful:

What is Missing Time?

If an employee's clocked times do not cover his/her entire schedule time for a particular day, missing time is created. Missing time indicates that an employee has been absent without giving a reason for his/her absence.

How Missing Time is Calculated

Summary

When calculating time, all times (attendance, absence, overtime, flextime and miscellaneous time) with the exception of missing time are calculated. The employee's schedule, etc. make up the basis for the calculation. Once these times have been calculated, these times are checked to see if they cover the employee's schedule time for a particular day. In the case that they do not cover the entire schedule time, the employee has not accounted for his/her entire workday via his/her clocked times. Missing time is calculated for the time that has not been accounted for.

How the Calculation is Done and Practical Examples

When all other times (attendance, absence, overtime, flextime and miscellaneous time) have been calculated these times are checked against the accounted time. Each calculated time affects the accounted time either negatively or positively. The way the times affect the accounted time is determined by the time type to which each time belongs. The manner in which times belonging to a particular time type affect the accounted time is indicated in the 'Affect on time worked' field in 'Time Type. Open' (TMS100/E) for the current time type. The following guidelines exist:

When the accounted time is calculated, it is compared to the schedule time. If the accounted time is shorter than the schedule time, missing time is created. The missing time is the same length of the difference between the accounted time and schedule time.

Example 1:

Background

An employee's schedule time is 8 a.m. to 4 p.m. (8 hours). The employee clocks in at 6 a.m. as overtime and then clocks out at 3 p.m.

What Happens?

Example 2:

Background

What Happens?

How to Handle Calculated Missing Time

Missing time should not be transferred to history and a payroll system since the time indicates that the employee has clocked incorrectly. Therefore, you should do the following if missing time is created:

  1. Find out why. You do this by first reviewing the clocked transactions that are the basis for the calculated times. Then you can ask the employee if necessary why he/she has clocked time in this manner.

  2. Adjust the incorrect clocked transactions. For more information on the programs to be used for adjusting, see Checking, Adjusting and Approving Calculated Times in Time and Attendance. Example of incorrect clocked transactions: The employee may have forgotten to clock out using an absence type. This has resulted in missing time being created instead of absence.

  3. Recalculate. For more information on calculating times, see Calculating Times in Time and Attendance. If your adjustments are correct, no missing time will be created during the recalculation.

Note: It is possible to connect missing time to a pay element to be transferred to history and a payroll system. This is not common practice since missing time indicates that an employee has clocked time incorrectly.

Values Affecting Calculation of Missing Time

Program ID/ Panel Field The field indicates…
(CRS530/F) Time type missing time

… the time type used for calculating missing time for an individual employee.

A value is entered in this field for each employee.

For more information, see Define Employee Information in Time and Attendance.

(TMS100/E) Effect on time worked

… how times having the current time type affect the employee's accounted time. Accounted time is used to determine whether missing time is to be created.

A value is entered in this field for each individual time type.

For more information, see the sections above.

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