Review, Calculate and Approve Calculated Times and Clocked Transactions in Time and Attendance

Outcome

You can have one of these outcomes depending on how you use this instruction.

If you have reviewed calculated times/clocked transactions for an employee:

• You know what times have been calculated as well as which calculated times have/have not been approved. You also know how much attendance time, absence time, overtime, missing time and flextime has been calculated for the employee.
• You know the times between which the transactions that are the basis for the calculated times were clocked.

If you have done a time calculation, times have been calculated for an employee. For more information, see the 'Outcome' section in Calculating Times in Time and Attendance.

If you have approved calculated times, all of the times for the employee and seven-day period have been approved.

If you have calculated times, see Calculating Times in Time and Attendance for the files affected.

If you have approved times, the MTMTTR file has been updated.

The use of this instruction differs depending on your purpose. If you have:

• Reviewed calculated times/clocked transactions and you are satisfied with the times that have been calculated, you can immediately approve the times. The procedure for this is described in the 'Follow These Steps' section.
• Reviewed calculated times/clocked transactions and discovered ambiguities (missing time, for example), you should review the times/transactions in detail and if necessary, adjust the clocked transactions. The procedure for this is described in the 'Follow These Steps' section.
• Calculated times, you should immediately review the results of the calculation. The procedure for this is described in the 'Follow These Steps' section.
• Approved all calculated times, you can transfer them to history and a payroll system. For more information, see Transfer Approved Times to History and Payroll.

Before you start

• The starting conditions listed in Calculating Times in Time and Attendance must be met.
• If calculated times are to be reviewed or approved, the starting conditions listed in Checking, Adjusting and Approving Calculated Times in Time and Attendance must be met.

Follow These Steps

1. Start 'Calculated Time. Approve On-screen' (TMS230/A).

2. To work with a single employee's times for a seven-day period, go to Select Employee and Seven-day Period

   To change settings, that is the calculated times to be displayed and in what format, go to the next step.

3. Change Settings by pressing F13 to reach the P panel.

4. Enter on the P panel the calculated times to be displayed on the E panel.

   You can select to work with all calculated times, approved times only, automatically approved times only or only times that have not been approved.

5. Enter whether calculated times are to be displayed in hours and minutes or in hours and hundredths of hours. Press Enter.

6. Select Employee and Seven-day Period

   Enter the employee number that you wish to work with and the date from which you wish to see his/her calculated times/time transactions on the A panel. Press Enter.

   Example: If you enter 020602, times for the period 020602 – 020608 will be displayed.

7. Make a Selection on the E panel:

   • To review calculated times/clocked transactions, go to Review calculated times/clocked transactions.
   • To calculate times, go to Calculate Times
   • To approve calculated times, go to Approve Calculated Times

     Useful Function Keys

     F7 = 'Scroll backward' is used to review the same seven-day period but for the employee having the number just below the current employee number.

     F8 = 'Scroll forward' is used to review the same seven-day period but for the employee having the number just above the current employee number.

     F10 = 'Times' is used to do a closer review of, and if necessary, adjust the clocked transactions that were the basis for the calculated times. See Review and Adjust Clocked Transactions in Time and Attendance.

     F15 = 'Daily survey' is used to review the employee's schedule, flex schedule and overtime and miscellaneous time rights. See Review Employee Schedule, Flex Schedule and Overtime Rights in Time and Attendance.

     F18 = 'Display graphically' is used to graphically review the calculated times. See Review Calculated Times Graphically in Time and Attendance.

     F19 = 'Left' is used to review the same employee but a seven-day period in the past.

     F20 = 'Right' is used to review the same employee but a seven-day period in the future.

8. Review calculated times/clocked transactions that are displayed on the E panel.

   • You see the times that have been calculated for an employee, the name of the time type from which the calculated time has been created and the length of time. On the far right, the amount of time that has been calculated from a particular time type is displayed for the entire seven-day period. You can display more times than those displayed on the panel, if any, by pressing 'Page up' or 'Page down'.
     Note: You only see times that belong to time types containing value 1 in the 'Display time type' field in 'Time Type. Open' (TMS100/E).
   • You see the calculated times that have been approved. These times are highlighted.
   • You see the time the transaction was clocked and the absence type, if any. Press F16 to see more clocked transactions than those displayed on the panel (if any).
   • You see the total amount of calculated attendance, absence, overtime, missing time and flextime for the employee and seven-day period. This means that you see the amount of time created for all time types having the same time category. (Note that this total differs from the total displayed on the right of the panel. Only the amount of time that has been calculated from a single time type is displayed on the right side of the panel.)

9. Review the calculated times that did not fit on the panel (if any) by pressing 'Page Down' or 'Page Up'.

10. Review clocked transactions that did not fit on the panel by pressing F16.

11. Select one of these options:

    • If there are any ambiguities (for example created missing time), go to Review Details of Clocked Transactions.
    • If all calculated times are correct, go to Approve Calculated Times to approve the times.

12. Review Details of Clocked Transactions on a particular day by selecting one of the transactions and pressing F10 = 'Times'.

    F10 = 'Times' calls 'Clock In/Out Transaction. Open Schedule Day' (TMS215/E).

13. See Review and Adjust Clocked Transactions in Time and Attendance.

14. Press F17 on the E panel to Calculate Times.

    If you use F17 = 'Time calculation', times will always be calculated for the entire seven-day period.

    Note: If the latest time calculation for the employee was done after the end of the seven-day period, times will be calculated to the date that the latest time calculation was performed (that is, after the end of the seven-day period).

    You can see when the latest time calculation was performed for the employee in the 'Calculated to time' field in 'Person. Open' (CRS530/E).

15. Go to Review calculated times/clocked transactions.

16. Approve Calculated Times

    Press F14 on the E panel to manually approve all calculated times for the current seven-day period.

17. To review calculated times/clocked transactions for another employee or another seven-day period, see Make a Selection.

18. Press F3 to exit the program.