Approving Calculated Times in Time and Attendance

Outcome

Calculated times are approved. The MTMTR1 file is updated.

Calculated times are transferred to history and a payroll system. 'Approved Times. Transfer to Pay/History' (TMS800) is used for this purpose.

Before you start

• The starting conditions listed in Calculating Times in Time and Attendance must be met. The process must also be completed and times must be calculated.
• The calculated times must have been reviewed and if necessary, adjusted. See Checking, Adjusting and Approving Calculated Times in Time and Attendance.
• You must have authorization to approve. This means that the 'Authorized to approve' field must be activated for your user ID in 'User. Connect Authority' (CRS545/E).

Purpose

The purpose of approving times is to ensure that no incorrect times are transferred to history and a payroll system. By approving times you make transfer to history and a payroll system possible.

When

You approve calculated times after having reviewed and if necessary, adjusted them. Adjusting times entails changing the clocked transactions that are the basis for the times or settings that determine how times are calculated. If you have made adjustments, you should as a rule recalculate the affected times.

How

You can approve calculated times in two ways.

• You can approve times from list of existing times. The times are displayed one by one and are sorted according to employee, department, or planning area. You can approve each time independently or all times displayed on the panel simultaneously. 'Calculated Time. Update' (TMS220) is used for this purpose. See Review and Approve Calculated Times in Time and Attendance.
• You can approve all the calculated times for an employee and seven-day period. 'Calculated Time. Approve On-screen' (TMS230) is used for this purpose. See Review, Calculate and Approve Calculated Times and Clocked Transactions in Time and Attendance.

If needed, you can print a report with information about calculated times in 'Calculated Times' (TMS500) and let the employees themselves also approve the times before they are transferred to history and a payroll system.

Work order

Most often you approve times as you are reviewing them. The order in which you review, adjust, and approve times is very flexible. You can, for example choose to:

• Review all calculated times to be transferred to payroll/history first. If necessary, you adjust them. When all times have been reviewed and you are satisfied with the results, you approve them.
• Immediately approve all correct calculated times. In the case of ambiguous times, you review, adjust, and approve them separately.

Automatic/Manual approval

You determine the times to be approved automatically and manually in the 'Automatic approval' field in 'Settings – Time and Attendance' (TMS950/E). If you in this field choose

• 0 = no, all calculated times must be approved manually.
• 1 = yes, all calculated times that belong to a particular day and only contain attendance times according to the employee's schedule or flextimes are automatically approved. Note that this means that if a day contains times other than attendance according to the employee's schedule and/or flextimes, all times that belong to this day must be approved manually.