Actual Clock Times: The exact times recorded by the time clock device when an employee punches in or out. Once an employee is on a shift and other parameters are configured, these times are automatically downloaded from the clock into the Current Attendance Log screen on HRplus.
Alternative Job Rate: The hourly pay rate assigned to an employee when they perform a different job than their usual role.
Attendance Logs: Records of employees' attendance, including all clock-in and clock-out times.
Calendar: A schedule used to track and plan employee attendance and shifts, and to flag public holidays.
Call Out: When an employee is required to come to work unexpectedly, typically outside of their scheduled hours. A checkbox can be flagged on the timesheet, to indicate an employee has been called out to work, and effect any associated payment rules.
Clock ID/Employee Mapping: The association between a clock ID and an employee in the time and attendance system.
Constants: Fixed values used in the time and attendance system to calculate various parameters.
Current Attendance Logs: The most recent and active attendance records. Once an employee is on a shift and other parameters configured, these times are automatically downloaded from the clock and pushed into the Current Attendance Log screen on HRplus.
Device Monitoring: The process of overseeing the functionality and accuracy of time clock devices.
Early Departure: Leaving work earlier than the scheduled end time.
Employee Mapping: The association between a clock ID and an employee in the system.
Fix Attendance Logs: The process of correcting any inaccuracies in the attendance records.
Generate Allowances: The automatic calculation and assignment of allowances to an employee's timesheet based on a combination of shift allowance rules and attendance data.
Grace: A designated period during which clock-ins or clock-outs are adjusted without penalty to employee payment. Grace is configured for each shift via the shift rounding rules.
Leave-Earn Mapping: The correlation between the type of leave taken and how it is to be paid, once the timesheet is approved.
Manual Timesheet: A timesheet filled out by hand rather than recorded by a time clock device. Missing Punch: A situation where an expected employee clock-in or clock-out time is not recorded.
Move Backward: A timesheet action in the workflow to revert to a previous stage in the workflow. Move Forward: A timesheet action in the workflow to proceed to the next step.
Normal Shift View: One of the views of an employee’s scheduled shift. This view shows additional details such as the employee's department, division, section and job, which can be edited based on where the employee worked that day.
Overtime By The Day: A configuration in the Shift Payment Rule indicating that overtime is earned and calculated daily based on hours worked beyond the standard daily hours.
Overtime By The Week: A configuration in the Shift Payment Rule indicating that overtime is earned and calculated weekly based on hours worked beyond the standard workweek, meaning an employee must meet the minimum weekly hours before earning overtime.
Post Attendance Logs: The process of finalizing and recording attendance data and then posting it to the timesheets screen.
Post Omitted Attendance Logs: After previously missed attendance data in the unprocessed punches screen has been processed in the omitted attendance log screen, this process posts these logs to the Unapproved After Post Timesheet screen. .
Primary Approver: The main person responsible for approving timesheets and attendance logs. If a workflow is being used the primary approver is the approver at the first stage/level of the workflow.
Punch Parameters: Specific settings that determine how punches are recorded and processed.
Rounding Rules: Guidelines and parameters used to adjust clock-in and clock-out times to the nearest specified increment. These rules ensure consistency and fairness in timekeeping by standardizing how partial minutes
are handled. Rounding can occur in various ways, such as rounding up/in, rounding down/out, or rounding to the nearest increment.
Schedule: Schedules categorize employees based on common work patterns and can be created based on physical location, department/section or common shifts worked.
Schedule By Hours: Planning employee schedules based on specific hours. This is a view of employee shifts which show the total shift hours scheduled by the week.
Schedule By Month: Planning employee schedules for an entire month. This is a monthly view of an employee's shift schedule.
Schedule By Pattern: Planning employee schedules based on predefined patterns.
Schedule Groups: Planning Groups of employees scheduled together. This is only used if employee's are being scheduled using Shift Patterns.
Schedule Individual Employee: Planning the schedule for a single employee. Schedule Selected Employees: Planning schedules for specific employees.
Second Shift: A work shift that typically follows the first shift, often in the late afternoon or evening.
Shift Allowance Rule: Parameters for additional pay based on rules linked to specific shifts.
Shift Payment Rule: Parameters for calculating regular/straight time overtime payments based on rules linked to specific shifts.
Shift Patterns: Regularly recurring work schedules for employees.
Shift Pattern Rotation: Changing the shift patterns for employees on a rotating basis.
Shift Rounding Rules: Guidelines and parameters for rounding the start and end times of shifts. Split/Second Shift: A work schedule divided into two or more shifts within one day.
Start Up Date: The date when the time and attendance system is initiated. This also deletes all punch records which may have been captured before this start up date.
T&A Workflow: The process flow for managing time and attendance records and timesheets through different approval levels.
Time Clock Device: A machine used to record employees' clock-in and clock-out times. Timekeeper: A person responsible for maintaining accurate time records.
Timesheet Conditions: Specific circumstances or deviations on a timesheet that necessitate further explanation or justification. These include late arrivals, early departures, missed punches, and overtime, ensuring accurate and compliant timekeeping.
Timesheet Reasons: These are linked to Timesheet Conditions and are explanations for any deviations or adjustments in timesheets.
Transfer Employee Shift and Schedule: The process of changing an employee's original shift and schedule to a different one, including moving their schedule from one time period to another.
Unprocessed Punches: Clock-in or clock-out times that have not yet been processed.
The following steps are a Guide for Timekeepers as to their timekeeping Tasks:
Map Employees to their clock ID (One time task per employee).
Add Employees to their Schedule for a time period ( This can be done once per year as required).
Add Employees to their shift for a time period. There are several ways that this can be done. Ideally this should be done in advance of an employee punching in for the day.
Review the Current Attendance Logs and edit if necessary.
Review and Edit Timesheets if necessary:
Checking Timesheets
Adjusting Time
Treating with Absences
Leave Balances
Missing Punch
Timesheet Hours
Comments
Allowances
Shift
Approving Timesheets
Review and Edit Early Departure Records as required.
Review and Edit Late Coming Records as required.
Inform Employee of any change to Shift and Schedule and update shift schedule on Timekeeper Portal.
Optional Tasks if step one(1) above was skipped and employee punches from prior days ( not the day before) are in the Unprocessed Punches and NOT on the Timesheets.
Post Omitted Attendance Logs to Timesheets (Optional)
Review Unapproved After Post Timesheets ( If posted from omitted attendance logs.)
WEEKLY TASKS
Gather exception logs and make any changes in HRplus Time.
Review week’s time for all employees. Make any final adjustments as necessary.
Review total HRplus time for the week Check against 40-hour work week or other hour parameters.
Approve timecards.
Ensure all employees are scheduled on their respective shifts for the coming week.