Exceptions on timecard and resolution
Here are the different types of exceptions that might be defined at
your organization. Most companies
enable only Early, Late, and Unscheduled exceptions.
Early and
Very Early For scheduled employees you can define an early in-punch and a very early in-punch.
You can also define an early out-punch.
Late, Very
Late For scheduled employees you can define a late
out- punch and a very late
out-punch. You can also define a late in- punch.
Short Shift - Employees
that are scheduled can be flagged when they
work for a shorter period of time than defined
in the Exception Rule.
Long Interval -You can define a long interval to track those
employees that work a longer period of time than defined
in the Exception Rule. Once an employee punches
for break or lunch, it resets
the long interval
counter.
Unscheduled Employees that work during a time when they are not scheduled can be flagged
in the timecard or reports
as “unscheduled”.
Long & Short Shifts - For employees
that work a long shift or a short shift,
an exception flag can be tracked in the timecard or reports.
Absence - Absences are considered an exception. If an employee is absent the date field in the timecard grid
is outlined in red. If a pay code
amount excuses the absence then the outline changes to blue. Whether or not a particular pay code flags as an excused absence
is configurable.
Missed Punches - Missed in- and out-punches are enabled by default.
No further configuration is necessary.
Long &
Short Break - Long
and Short Break exceptions are configured in the Break Rule.
Exception
Exceptions are used to alert managers when employees work outside of their assigned shifts.
Name
The exception
rule name. Follow a naming convention, so that you can easily identify this
item later in the configuration
process. The name is required, is case-insensitive, and must be unique. Do not use special characters.
Unscheduled
Select this option for an exception to appear when an unscheduled employee punches in.
Long Interval
Select this
option to define an unusually long period of time between an in-punch and an
out- punch. The rounded time between
the punches is used to compute this exception. If the time between the in-punch and the out-punch
equals or is greater than the long interval, the long exception appears on the Timecard
and on reports. Punches for breaks reset the interval.
Short Shift
The duration
of a short shift.
Exceptions appear when rounded
shift lengths are less than or
equal to the short shift
setting.
Very Early In
Exceptions appear
when employees punch in before their scheduled
start times and at or before the very early-in amount. Actual punches
are compared to this exception. Set this exception for an amount of time greater than the early exception.
Early In
Define the
amounts for early out punch and early in punch exceptions. Exceptions occur
when employees punch in before their
scheduled start times and at or before the early in amount. It is
necessary for this amount to be less than the very early exception.
Late In
Define the
amounts for late in punch exceptions. Exceptions
occur when employees punch in after their scheduled start times and at or after the late in amount. Actual
punches are compared
to this exception.
Early Out
Define the amounts for early out punch and early in punch
exceptions. Exceptions occur when employees
punch out before their scheduled end times and at or before the early out
amount. Actual punches are compared
to this exception.
Late Out
Define the amounts for late out punch exceptions. Exceptions occur when employees
punch out after their scheduled end times. Actual
punches are compared to this exception. It
is necessary for this amount to be less than the very late exception.
Very Late Out
Define the amount for very late out-punches. Exceptions appear when
employees punch out after their
scheduled end times and at or after the very late out amount. Actual punches
are compared to this exception. Set this exception
for an amount of time greater than the late exception.
Duration Pay Codes
When resolving early out or late in exceptions in a timecard, the
duration pay code that you select here is used
as the default pay code for the make-up edits.
Breaks Tab
The Breaks tab displays
a table in which you can
define the total break processing within a shift.
Total break
exception processing and total break paid amount are based on the shift length.
For example, for shifts of up to 3 hours and 59 minutes
in length, a long total break exception
can be configured if the total of all breaks in the shift equals 30
minutes or more. For shifts of 4 or more hours length,
the same exception
can be configured for breaks
that total an hour or more.
Round: The rounding
period used for time in excess of the total paid break amount. Grace: The grace period
used for time in excess
of the total paid break amount.
Note: If you use a round and grace in the exception rule for the
total break, you should not use rounds
and graces in the break rule. Exception processing should be configured based
on the total break time for the shift,
or on individual breaks, but not both.
Shift Length: The shift length for the total break amounts
that are being calculated in the row. The shift length, which is elapsed time
(there is no rounding), ranges from the specified length up to the next shift length in the rule. The
settings in this row apply to worked shifts that equal or exceed this length,
and are less than the next shift length in the rule.
Short Break: The
minimum amount of un-rounded break time that can be taken during the shift. A Short Break exception is generated if
the total un-rounded break minutes are less than or equal to this amount.
Long Break: The maximum amount of
un-rounded break time that can be taken during the shift. A Long Break exception is generated if the total un-rounded break
minutes is equal to or exceed this amount.
Paid Amount: Total break paid amount.
This is an alternative to using paid amount for individual breaks. It specifies the total break time
within the shift that is paid as worked time. Break time in excess
of this amount
will be deducted
from the shift.
Break Sequence: The order in which
breaks should be taken, for example, rest, meal, rest. The sequence of breaks appears
in this column. The column is blank by default.
Use the Edit Break Sequence dialog box to change the order of breaks
within a sequence, add new breaks to
the sequence, or delete breaks from the sequence. Click the arrow button in the Break
Sequence column to open the Edit Break
Sequence dialog box.
Resolving Timecard Exceptions Overview |
|
A timecard exception is generated when a processed time pair that does not meet certain expectations or requirements. Although some exceptions may be minor and have little or no effect on timecard processing, many exceptions are more serious and must be resolved by a manager or practitioner before payroll can be run. The severity of a timecard exception is indicated by one of the following three icons:
| Exceptions marked with this Message icon do not require action from a manager or practitioner in order for payroll to be processed, although you can choose to note them. |
| Exceptions marked with the Warning icon do not have to be resolved, but may need to be noted by a manager or practitioner before payroll can be processed. |
| Exceptions marked with the Error icon must be resolved before payroll can be processed. |
The page displays a summary of the timecard exceptions associated with your employees' timecards for the current and next pay period. You can use links on the Home page to view and resolve these exceptions by employee or by exception type.
You will be able to resolve many common timecard exceptions by selecting an automated solution suggested by the Time & Attendance module. Some exceptions, however, will require you to edit or delete employee time pairs.
Although some exception types are related to the Time & Attendance module's basic functions and are always enforced, other exceptions can be defined or enabled by your company. For instance, your company may be configured to generate an error-level exception when the application detects overtime hours, while another company may choose to generate a message-level exception, or no exception at all, for overtime hours.
Although there are many possible exception types and the severity of some exceptions can be defined differently by different companies, the basic procedures for resolving most exceptions are similar. See the following topics to gain an understanding of these basic procedures and to learn how to resolve some of the most commonly occurring exceptions:
Viewing and Resolving Exceptions by Employee
Viewing and Resolving Exceptions by Type
Resolving Exceptions for Early and Late Clock-Ins and Clock-Outs
Resolving Exceptions for Missing In or Out Punches
Resolving Exceptions for Overtime Hours
Resolving Manager Approval Required Exceptions (Approving Employee Timecards)
Resolving Supplemental Earnings Supervisor Approval Required Exceptions (Approving Employee Supplemental Earnings)
Resolving Loan Time Approval Required Exceptions (Approving Loaned Time)
Resolving Supplemental Earnings Loan Supervisor Approval Required Exceptions (Approving Loaned Supplemental Earnings)
Note: Timecard exceptions are distinct from attendance exceptions, which are generated when specific types of attendance deviations (for example, sick time, late arrivals, early departures, or absences) exceed acceptable thresholds, as defined by your company. See the Managing Employee Attendance Overview for more information about attendance exceptions.
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