Unauthorize Rule

The Unauthorize Rule unauthorizes employee timesheets under defined conditions. This rule ensures that supervisors are aware when these conditions occur, such as employees recording overtime. The supervisor then can either authorize or correct the timesheet.

Technical Details

com.workbrain.app.ta.quickrules.UnauthorizeRule

Overview

The Unauthorize Rule is used to control the degree of supervisor oversight involved in authorizing employee timesheets. By default, timesheets are authorized and employees are paid according to the details on their timesheet without supervisor intervention.

Using the exception based approach, supervisors review only the timesheets that require their attention. This approach is tuned with the Unauthorize Rule. The rule permits administrators to define what criteria require supervisor intervention by selecting or providing values for the rule’s parameters.

The rule’s parameters control what conditions are exceptions that should result in unauthorizing the timesheet. There are several types of exceptions that may require supervisor intervention, including:

Clocking on, but not off for a shift
Employees not recording work on a scheduled day
Employees recording work on an unscheduled day
Employees recording time off with insufficient balances
Employees recording overtime
Employees reporting their time against specific jobs, projects, departments, or dockets

You can configure the rule to check for any number of these exceptions. Some examples of the business requirements clients have are listed below.

Business Need: All Records Manually Checked

The rule can be configured to unauthorize every timesheet by selecting the Always Unauthorize check box. Using this configuration ensures supervisors review and authorize the timesheets of every member of their team.

For an example, see Business Example 1 - Unauthorize Rule.

Business Need: Enforce Proper Use of Clocks

Employees clock in and out to record when they start and stop work. These times are referred to as "clock ONs" and "clock OFFs". You can configure the Unauthorize Rule to examine the clocks an employee recorded for each day and unauthorize the timesheet when:

The number of clock ONs and OFFs do not match, by selecting the Unauthorize If Clock Ons Not Equal Offs check box.
The clocks are out of order (for example, a clock OFF occurs before a clock ON), by selecting the Unauthorize If Clocks Out Of Sequence check box. If you use a clocking sequence other than ON, OFF..., you can define your own custom sequence within the rule using your clock preset definitions.
One or more clocks fall outside of their expected geographic location, by selecting the Unauthorize If Clocks Out Of Geo-fence check box.

For an example, see Business Example 1 - Unauthorize Rule.

Business Need: Supervisors to Approve Schedule Exceptions

Time codes categorize what activity an employee performed for an extent of time. Different time codes are recorded on employee timesheets to mark the time spent working, on breaks, off sick, and a variety of other activities.

You can configure the Unauthorize Rule to look for certain time codes during scheduled and unscheduled time and unauthorize the timesheets that contain them. Select the time codes you want the rule to look for using the Unauthorize If During Scheduled Time Codes List and Unauthorize If During Unscheduled Time Codes List lookups.

For an example of unauthorizing based on time codes during scheduled time, see Business Example 3 - Unauthorize Rule.

For an example of unauthorizing based on time codes during unscheduled time, see Business Example 1 - Unauthorize Rule.

Business Need: Enforce Balance Limits

Employees accrue balances, each representing a category of time off, such as vacation and sick days. Each balance has a minimum and maximum value.

You can configure the Unauthorize Rule to unauthorize timesheets that violate these minimums and maximums by selecting the balances you want the rule to monitor using the Unauthorize Balances When Below Minimum and Unauthorize Balances When Above Maximum lookups.

For an example, see Business Example 1 - Unauthorize Rule.

Business Need: Manual Approval of Some Time Codes and Hour Types

You can configure the Unauthorize Rule to unauthorize any timesheet that contains certain time codes or hour types. Any time code or hour type that is considered an exception can be configured to trigger unauthorization by selecting the Unauthorize check box on the related configuration page. See Payroll Settings.

To configure the rule to check for any time code configured to unauthorize records, select the Unauthorize Based On Time Code Settings check box.

For an example, see Business Example 2 - Unauthorize Rule.

To configure the rule to check for any hour type configured to unauthorize records, select the Unauthorize Based On Hour Types Settings check box.

For an example, see Business Example 3 - Unauthorize Rule.

Business Need: Manual Approval of Some Labor Metrics

Employee labor is tracked against different metrics, either departments, jobs, projects, or dockets. You can configure the Unauthorize Rule to unauthorize any timesheet that contains certain labor metrics. Any department, job, project, or docket that is considered an exception can be configured to trigger unauthorization by selecting the Unauthorize check box on the labor metric’s configuration page. See Labor and Production Metrics.

The Unauthorize Based On Department Settings, Unauthorize Based On Project Settings, Unauthorize Based On Job Settings, and Unauthorize Based On Docket Settings parameters control the type of labor metrics the rule considers.

For an example, see Business Example 2 - Unauthorize Rule.

Business Need: Manual Approval of Timesheet Changes

Select the Unauthorize If Edit After Manual Work Summary Authorization check box to configure the rule to unauthorize changed timesheets.

When using this configuration, a previously authorized day is unauthorized whenever a change is made, regardless of which user performed the authorization. To unauthorize a day only when the change is made by someone other than the user who performed the authorization, also select the Ignore Own Edits check box.

When using this configuration, by default the rule does not consider employee permanent overrides to be an edit. If an employee permanent override is performed on a day after an authorization override has been applied, that day remains authorized. To consider employee permanent overrides to be an edit for the purposes of this rule, also select the Consider Permanent Overrides check box.

For an example, see Business Example 1 - Unauthorize Rule.

Configuration

The Unauthorize Rule’s behavior is based on both the values of the rule’s parameters, the conditions assigned to the rule, and potentially, the configuration of time codes, hour types, and labor metrics in the application. The specific configuration depends on what exceptions you want the rule to catch.

By default, the Unauthorize Rule is added to the "Rules Applied" point of running, but the rule should be executed in the "Authorization" point. Click the down arrow next to the rule to drop the rule in the processing order until the rule is under "Authorization".

Rule Parameters


Parameter	Description	Valid Values	Reason Code
Always Unauthorize	Select to configure the rule to unauthorize all work details, including premiums, and all work summaries. This parameter should only be selected on the parameter's instance of the rule, as the other rule parameters have no effect when the parameter is selected. Combined with different rule conditions, the parameter unauthorizes every timesheet under specific circumstances.	Selected or cleared	The application is configured to always unauthorize the work summary day.
Unauthorize If Clock Ons Not Equal Offs	Select to configure the rule to unauthorize timesheets that contain a different number of clock ONs than clock OFFs.	Selected or cleared	The number of clock ONs on this day are not equal to the number of clock OFFs.
Unauthorize If Clocks Out Of Sequence	Select to configure the rule to unauthorize timesheets that contain clocks that are out of sequence. By default, the standard clock sequence (ON,OFF) is used. In this configuration, clocks are out of sequence when the timesheet contains consecutive ON clocks (ON, ON), consecutive OFF clocks (OFF, OFF), or the expected sequence is reversed (OFF, ON). Non-ON/OFF clocks are ignored. If you use an alternative clocking sequence, you can define your own custom clock sequence using the Custom Sequence parameter. Additional parameters (click + to expand): Custom Sequence Optionally, specify a custom clock sequence, for example: `ON,START MEAL,END MEAL,OFF` Note: The values in the sequence must be defined as presets in the system. In this example, presets must be defined for ON, START MEAL, END MEAL, and OFF clocks. Otherwise, when the timesheet is calculated, the timesheet will be placed in error. See "Creating clock presets" in the Infor Workforce Management Daily Timesheet User Guide. When using a custom sequence, the rule unauthorizes the day if the sequence is broken or interrupted. Using the example clock sequence, if an employee records an ON clock at 9:00 followed by an END MEAL clock at 11:00, the day is unauthorized because the sequence has been broken (a START MEAL clock was expected after the ON clock). Clock types that are not included in the sequence are ignored. For example, if the employee records an ON clock at 9:00 followed by a department change clock at 10:30, the timesheet remains authorized.	Selected or cleared	The clocks are out of sequence.
Unauthorize If Clocks Out of Geo-fence	Select to configure the rule to unauthorize timesheets when one or more recorded clocks fall outside of their expected geographic location. A clock's expected geolocation is defined as falling within the geofence (consisting of GPS coordinates and radius) of the team to which the employee is scheduled at the time of the clock. For example, if an employee is scheduled on team A from 09:00 to 17:00, then their clock's expected geolocation at 9:12 is within the zone defined for team A. Note: When this option is selected, the rule ignores clocks created through work summary overrides. Only real clocks are considered. If a real clock does not have GPS coordinates, the day will be unauthorized. You can expand the scheduled time by specifying a grace period using the GEO_VALIDATION_GRACE registry parameter. For example, if an employee is scheduled on team A from 09:00 to 17:00 and the grace period is set to 5 minutes, the rule will consider the employee's expected location to be team A from 08:55 to 17:05. With this configuration, if the employee clocks within the team A zone at 08:57, the day will remain authorized though the employee is not scheduled at any location at that exact time. If the employee clocks at 08:52, the day will be unauthorized, regardless of the coordinates associated with the clock. See "GEO_VALIDATION_GRACE" in the Infor Workforce Management Registry Parameter Reference Guide. If the employee is scheduled on a team that has opted out of the geolocation clocking, the system will consider all coordinates (or lack of coordinates) to be within the employee's expected location for the duration of their expected time within that team's location. In other words, if the team has opted out, the location of the employee's clock is not relevant. The system will, however, unauthorize the day if the employee performs a clock outside of their expected time (scheduled time plus grace period). See "Defining and leveraging geolocations" in the Infor Workforce Management Daily Timesheet User Guide.	Selected or cleared	One or more clocks were recorded outside of a defined geo-fence.
Unauthorize If During Scheduled Time Codes List	Defines the list of time codes that, if they occur on a timesheet during an employee's scheduled time, trigger unauthorization. Select the time codes using the lookup.	Any valid time code	The work detail's time code causes unauthorization during scheduled time.
Unauthorize If During Unscheduled Time Codes List	Defines the list of time codes that, if they occur on a timesheet during an employee's unscheduled time, trigger unauthorization. Select the time codes using the lookup.	Any valid time code	The work detail's time code causes unauthorization during unscheduled time.
Unauthorize Balances When Below Minimum	Defines the list of balances that trigger unauthorization of timesheets that violate the minimum value. Select the balances using the lookup.	Any valid balance	Balances are below the minimum value.
Unauthorize Balances When Above Maximum	Defines the list of balances that trigger unauthorization of timesheets that violate the maximum value. Select the balances using the lookup.	Any valid balance	Balances are above the maximum value.
Unauthorize Based On Time Code Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing time codes (the time code's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Time code settings are configured to unauthorize.
Unauthorize Based On Hour Type Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing hour types (the hour type's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Hour type settings are configured to unauthorize.
Unauthorize Based On Department Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing departments (the department's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Department settings are configured to unauthorize.
Unauthorize Based On Project Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing projects (the project's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Project settings are configured to unauthorize.
Unauthorize Based On Job Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing jobs (the job's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Job settings are configured to unauthorize.
Unauthorize Based On Docket Settings	Select to configure the rule to unauthorize timesheets that contain unauthorizing dockets (the docket's Unauthorize check box is selected on the related configuration page).	Selected or cleared	Docket settings are configured to unauthorize.
Unauthorize If Edit After Manual Work Summary Authorization	Select to configure the rule to unauthorize timesheets that are edited after they have been manually authorized. After a supervisor manually authorizes a timesheet, any change to the timesheet, either by a user action, such as changing labor metrics on the timesheet or adding work, or a system process updating the timesheet, will cause unauthorization. Additional parameters (click + to expand): Ignore Own Edits Select to configure the rule to ignore post-authorization edits if they were performed by the same user who had previously authorized the day. When this option is selected, the day remains authorized if the change was made by the same user who performed the authorization. Consider Permanent Overrides Select to configure the rule to consider employee permanent overrides to be an edit. When this option is selected, a day with details is unauthorized if an employee permanent override is performed on that day after an authorization override has been applied. Days that do not have details remain authorized.	Selected or cleared	Timesheet was edited after manual authorization.
Unauthorize If Employee Rejects Time At Clock	Select to configure the rule to unauthorize timesheets with time approval records that were rejected by the employee.	Selected or cleared	Employee has rejected Time At Clock.