Calculating Times in Time and Attendance

Outcome

Time transactions are created. Each time that is created:

• Belongs to a particular time type
• Belongs to a particular schedule date
• Is of a particular length of time.

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:

• Absence on a daily basis is stored in the MTMDAB file in the form of absence transactions. These transactions indicate the number of hours that the employee has been absent per day.
• Absence totals are stored in the MTMABS file in the form of absence transactions. These transactions indicate the dates on which an employee's absence began and ended.

Before you start

• The starting conditions listed in Defining Basic Data in Time and Attendance must be met. You must also have been through the process.
• If an employee included in the calculation has not clocked times in 'Clock In/Out Transaction. Report' (TMS001) that can result in times being calculated, times are only created if:

• A value is specified in the 'Time type missing time' field for each employee in 'Person. Open' (CRS530/F). This field controls missing time if the time that is created from the employee's clocked times does not cover the employee's entire schedule time.
• A value is specified in the 'Automatic generation time type' field for each employee in (CRS530/F). This field controls times that are automatically created on each schedule date.

Description

Choose how you want to calculate employee times in Time and Attendance.

• Calculate times by specifying a selection

  Enter a selection of employees whose times you wish to calculate as well as a time for automatic calculation. 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).

• Calculate times per employee

  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.