Below you will see examples of attendance recording and how the time is registered. The recordings are illustrated by a few printout samples from the Recording List procedure. Two different schedules are used in the examples below.
Schedule 1
Employee settings during recording according to schedule 1 (Group Settings):
Schedule 2
Minimum lunch for the schedule: 0.5 hours
Employee settings during recording according to schedule 2 (Group Settings):
Recording According to Schedule 1
Sample of a Recording List
Comments:
Tues 10.08.99 Regular clock-in and clock-out: Both the clock-in and the clock-out are made without any overtime and the schedule will then limit the day to 8 hours, even though recordings have been made outside of the schedule start/end.
Wed 11.08.99 Late arrival: The late arrival at 10.00 has created an absence record (in italics) between 08.00 and 10.00. The employee selected the absence code 20 during clock-in. This is the only time when the absence reason can be selected afterwards, when the absence is ended. Otherwise it is done as below, where you enter the absence code during the absence start.
Thur 12.08.99 Absence in the middle of the day: Clock-out absence at 10.00 and clock-in at 11.00 have created an absence record with 1.00 hour absence. The employee selected the absence code 04 during clock-out. Please note that the attendance time has not been divided into two rows, but the time has automatically been reduced to 7.00 hours. If the row is adjusted later on, the attendance time will be reset to 8.00 hours since a new comparison is then made to the schedule. When adjusting this type of day, you should specify the attendance on two rows, one before the absence and one after.
Fri 13.08.99 Planned absence: The employee has clocked-out absence at 17.00 and selected the absence code 03 to register planned absence from that time and onward. This causes that 8.00 hours absence will be registered for the following Monday, during clock-in on Tuesday morning.
Tues 17.08.99 Overtime: Clock-out overtime at 20.00 gives 3.00 hours overtime. The letter P that is shown after the digit, shows that the employee has selected the overtime type Paid during clock-out. The overtime schedule will make sure that the right salary types are registered for these hours.
Wed 18.08.99 Overtime only after fulfilled daily hours: Late arrival at 10.00 and clock-out overtime as the day before. Only 1.00 hour overtime will be registered since the Calculate overtime setting is set to “After fulfilled daily hours”. Before any overtime can be registered you have to compensate for the absence in the morning, that is move 2.00 hours from the overtime to the attendance time. This is done regardless of which absence code that was selected during clock-in. This type of recording must always be adjusted, read more under the Help chapter for the Authorize / Adjust Recording procedure.
Thur 19.08.99: The same recording as above but here the overtime type Makeup time was selected during clock-out at 20.00. 3.00 hours overtime will be registered since the overtime type makeup time does not consider "fulfilled daily hours". And that is because you should be able to use Makeup time as an alternative to Flex time to move the working hours. Late arrival/early leave may then be recorded as a Makeup withdrawal and then be compensated by the same number of overtime hours.
Fri 20.08.99: Regular clock-in and clock-out according to schedule. Clock-in overtime outside schedule during evening with the overtime type Comp. 2.00 hours overtime have been registered and in this case, the employee's comp balance has increased according to the overtime factor that has been entered in the overtime schedule. A white-collar worker would, according to contract, increase the comp balance by 2.00*1,5=3.00 hours.
Recording According to Schedule 2
Sample of a Recording List
Comments:
Tues 02.01.01 Regular clock-in and clock-out within flex: Both the clock-in and the clock-out have been made within the flex zones and the flex time is then calculated automatically. In this case, the flex time is +0,25 hours in the morning and +0,5 hours in the evening =0,75 hours for the entire day.
Wed 03.01.01 Late arrival outside flex: The late arrival at 09.30 has created an absence record (in italics) between 08.00 and 09.30. The employee selected the absence code 04 during clock-in.
Thur 04.01.01 Late arrival within flex + overtime after: Overtime is always calculated from the regular working day’s start and end, which will give 2,0 hours overtime for the day even though the employee clocked-in too late. Recording within the flex zone is never counted as absence and the overtime will not be reduced.
Fri 05.01.01 Late arrival within flex + overtime after: The same recording as above, but the overtime has been selected as Flex + Paid. This will give flex time up to the flex zone ends at 18.00 and overtime for the rest of the time. The result will then be 1,0 hour overtime and 1,0 hour flex time.
Mon 08.01.01 Lunch flex Clock-out for lunch, longer than the regular lunch break. The time that exceeds the regular lunch break is registered as negative flex, i.e. -5 hours.
Tues 09.01.01 Lunch flex: Clock-out for lunch, shorter than the regular lunch break. The time that falls below the regular lunch break is reported as positive flex, i.e. +0,33 hours.
Wed 10.01.01 Lunch flex: Clock-out for lunch, shorter than the minimum lunch. Only the difference between the regular lunch break and the minimum lunch is reported as positive flex. If the break is less than half the minimum lunch value, no positive flex will be reported at all, which has happened in this case. This is to prevent that recordings are made just to earn positive flex.
Thur 11.01.01 Lunch flex: Clock-out for lunch within the lunch flex, but clock-in after lunch is made outside the flex zone. This is considered as an incorrect lunch flex recording and the calculation disregards the fact that the flex zone exists. Here, the regular lunch break is reported instead. The regular lunch break will be deducted from the attendance time and all time outside the regular lunch break is reported as absence.
Fri 12.01.01 Below flex: Clock-in will give negative flex at the same time as the flex balance is near the allowed negative flex limit. Instead of negative flex, the time is reported as absence with the Absence code for below flex, which was entered in the Group Settings procedure. Clock-in/out for the row will be registered with the same time as the row that caused the balance decrease. The calculated absence time will be the same as the time that has exceeded the limit.
If the flex balance is exceeded, the excess time will not be reported at all.