There are many areas within EDMA Time and Attendance where you can manage an exception; from the dashboard under clocking issues, in Daily Timesheet Check and in Process Time and Attendance Timesheets.
Here we will be managing the exception from Time and Attendance module, Process Time and Attendance Timesheets.
Click on Time and Attendance and then Process Time and Attendance Timesheets.
Select your branch, pay group and pay period and then click Run Timesheet to view all employees.
You can use the department filter if you would like to see specific departments only.
You must select your employee you wish to correct by clicking on the name of the employee in TnA Summary screen. It will open the timesheet the employee's timesheet.
*Note: If an employee does not show up in the timesheets it means: the employee was not shifted AND did not clock in the period.
Adding an Allowance on a Day
Managing an exception allows the user the ability to pay to an earning or allowance manually, overriding the shift calculation. It is usually used for correcting the timesheet of an employee that transacted incorrectly or forgot to clock for whatever reason.
It is important to note that the exception modal window shows the user where an employee has transacted in late or has lost time. This lost time should be deducted from the paid hours entered. Lost time is the time an employee is late, takes an extended break or has left early for the day.
The below example is where an employee clocked into the evening and requires the Night Shift allowance to be added.
You will click on Edit.
The exception modal window will pop up with various details like employee code, name & date of day you are editing.
It displays the shift the employee is scheduled to, and the hours of that shift.
Where it says Manage Exception?; click YES.
You will need to Add Exception reason. Standard company exceptions are configured on the system to label exceptions that have occurred. Labeling the exception enables managers to review employee reporting and review trends that may occur.
In this example, the employee needs an allowance type added so "General Note" has been selected.
You must then write a reason for this.
Click on the Allowance Rates drop-down to insert the relevant hours.
General Allowance Types:
- Afternoon Shift Allowance = ASA
- Night Shift Allowance = NSA
- Standby Allowance = STBY
- Call Out Count = CCount
In this example, the employee requires 1 hours of NSA.
Once you are happy with your changes, click Save Exception
This exception reason will display on the timesheet as an abbreviation of the reason that may be hovered over and see the reason and which user added it.
*Note: An earning rate exception and allowance exception can be added at the same time.