The Time & Attendance (T&A) module is an additional module to the standard Progress Plus system that permits users to log attendance time recording for the purpose of payroll report generation
Work Over X Hours Before Auto Deduct Lunch Break
This function permits the user to set the normal number of hours an employee would attend before a lunch break (normally unpaid) would be automatically deducted from his or her pay.
Example
Standard Shift Starts at 8:30am
Lunch Break (Unpaid) is from 12:30 – 1pm
The Hours worked before Auto Deduct Lunch Break is set at 4 hours
The employee clocks in at 8:30am
Scenario
If the employee should clock out at 12pm he or she would be paid for 3.5 hours work
If the employee should clock out at 2pm then he or she would be paid for 5 hours work as the system would automatically deduct the 30 minutes lunch break from the total.
Ignore Auto Deduct Lunch Break After X Hours
This function permits the user to stop any lunch breaks from being deducted from employees T&A time after a specified number of hours.
Payroll Options
First Day Of The Week
This allows the user to set the first day of the week. This is used by the system when calculating payroll and over time information.
Payroll Uses Week No.
This option determines how the payroll report generates the payroll weeks. If this option is ticked, then the payroll report will be generated based on calculated week number based on the first day of the week option above. If this is left unticked, then the system will take the first seven T&A records as the weekly bucket regardless of whether that period is based on the first day of the week set above.
Show Payroll Report in Decimal Values (i.e. 8.5 rather than 08:30)
This setting determines how the Payroll report will display attended time within T&A section of the system.
The example above uses decimal hours i.e. 30 minutes equates to 0.5 of an hour
This example displays the payroll report in minutes
Allow Concurrent Access To The Payroll Form (Could result in overwriting issues)
This option allows multiple people to access the payroll information at the same time. As stated, this could lead to issues with data being over written by other users so need to be used with caution.
Do Not include Holiday Hrs in Basic Hrs Total
This setting determines how the Payroll Report will display employee holiday hours within T&A section of the system.
In the above example the employee has had 7 hours holiday. With the Do Not include Holiday Hrs in Basic Hrs Total option turned off, his basic (Std) hours are displayed as 39 (32 hours attended + 7 hours holiday).
With the Do Not include Holiday Hrs in Basic Hrs Total option turned on, his basic (Std) hours are displayed as 32 (32 hours attended).
Show Employee Confirmation
This option will display a section at the foot of the Payroll Report produced within the T&A section of the system for the employee and supervisor to validate the hours worked and related hourly rates.
Only Deduct Breaks That Fall Between Shift Start and Finish Times
This option was introduced to allow users to determine whether employees only have the breaks incurred during their attended hours deducted from their payroll or whether they still have all their breaks deducted.
Group Fire List By
These options allow the user to specify how the Fire List report will be generated. There are several options available:
Assembly Point (Employee) This option will generate the Fire List report, grouping by the assembly point set in the employee record
Assembly Point (PC) This option will generate the Fire List report, grouping by the fire point assigned to the client they used to clock in
Employee Department This option will generate the Fire List report, grouping by employee department set in the employee record
The Fire List report will be generated based on the configuration above, with a page for each grouping (i.e. a page for each assembly point or department)
(Example Fire List grouped by Clock-In Station - Assembly Point PC )
(Example Fire List grouped by employee department)
(Example Fire List grouped by employee fire assembly point - Assembly Point (Employee) )
Email Fire List To
This option allows one or more email addresses to be entered as recipients to receive a copy of the Fire List report upon someone generating the report. Multiple email addresses should be separated by semi colons.
Export File Path
This option allows the user to configure a network location where an export of the Payroll report will be created as a PDF.
Shift Defaults
Mins Allowed Late X (-1 to avoid rounding)
This option allows the administrator to enter a grace period for employees who clock in after their expected shift start time. For the above setting of 5 minutes, if the employee is due to start at 8am, their clock time will be adjusted to 8am if they clock in between 8:00 and 8:05.
Clocking in later than 8:05 would normally result in an employee getting quartered or rounded. This would involve the system paying the employee to the nearest 15 minutes. In this scenario if an employee should clock in at 8:06 then his or her clock in time would be adjusted and they would be paid from 8:15
The employee would also appear on the Timekeeping Report available within the T&A section which displays details of any exceptions to normal working e.g. arriving late or clocking out early.
For users who do not want to quarter or round their employees and just pay those for their hours attended then the Mins Allowed Late should be set as -1. This would prevent times being rounded with the T&A section as shown below.
Mins Allowed Early X (-1 to avoid rounding)
This option works in a similar fashion to that of Mins Allowed Late. This setting allows the administrator to enter a grace period for employees who clock out before their expected shift finish time. For the above setting of 5 minutes, if the employee is due to finish at 4:30pm, their clock time will be adjusted to 4:30pm if they clock out between 4:25pm and 4:30pm.
Clocking out earlier than 4:25pm would normally result in an employee getting quartered or rounded. This would involve the system paying the employee to the nearest 15 minutes. In this scenario if an employee should clock out at 4:24pm then his or her clock out time would be adjusted and they would be paid to 4:15pm.
Clocking out earlier than 4:25pm would normally result in an employee getting quartered or rounded. This would involve the system paying the employee to the nearest 15 minutes. In this scenario if an employee should clock out at 4:24pm then his or her clock in time would be adjusted and they would be paid to 4:15pm.
The employee would also appear on the Timekeeping Report available within the T&A section which displays details of any exceptions to normal working e.g. arriving late or clocking out early.
For users who do not want to quarter or round their employees and just pay those for their hours attended then the Min Allowed Early should be set as -1. This would prevent times being rounded with the T&A section as in the same manner as that previously described for Min Allowed Early.
Adjust “Clock In” to ”Due In” if clocking in X minutes early
This option allows employees to clock In before their due start time and get paid if they clock in before a certain number of minutes. This option enables employees to get paid if they come in earlier than their normal shift start. The system will adjust their start time to the ‘Due In’ time as set against their shift, if they are within the set ‘Clocking in X Minutes Early’.
For the employee who is due to start at 8am, using the above setting, they can clock in between 7:30 and 8:00am and their time will be adjusted to 8am. Any employee clocking in earlier than 07:30 will have their clock in time assumed to be correct and the system will calculate their hours from that minute.
Using the round facility within the T&A Payroll Report the employee’s clock in time can be rounded or quartered to the nearest 15minutes.
Examples
The standard shift starts at 8:00am. The minutes allowed clocking out early is set to 30 minutes
If an employee clocks in at 07:35am, as he or she has clocked in less than 30 minutes before their expected shift start time then they would be paid from 08:00am onwards
If an employee clocks in 07:12am then they would be paid from 07:12am as it is more than 30 minutes before their expected shift start time. If however, times are being quartered this would result in the employee being paid from 07:15 onwards.
Adjust “Clock Out” to ”Due Out” if clocking out X minutes late
This option works in a similar fashion to that mentioned above but differs in the fact that this function permits the user to stipulate the minimum number of minutes an employee must work after the expected end of his or her shift before they start to accrue overtime payments.
The system will adjust their clock out time to the ‘Due Out’ time as set against their shift, if they are within the set ‘Clocking in X Minutes Late’.
For the employee who is due to finish at 4:30pm, using the above setting, they can clock in between 4:30pm and 5:00pm and their time will be adjusted to 4:30pm. Any employee clocking out later than 5pm will have their clock out time assumed to be correct and the system will calculate their hours to that minute.
Using the round facility within the T&A Payroll Report the employee’s clock in time can be rounded or quartered to the nearest 15minutes.
Examples
The standard shift ends at 4:30pm. The minutes allowed clocking out late is set to 30 minutes
If an employee clocks out at 4:44pm, as he or she has clocked out less than 30 minutes before their expected shift finish time then they would be paid up to 4:30pm only.
If an employee clocks out 5:12pm then they would be paid to 5:12pm as it is more than 30 minutes after their expected shift finish time. If however, times are being quartered this would result in the employee being paid to 5pm only.
Overtime Calculated on a Daily Basis
If this option is activated the system will calculate daily overtime hours based on hours worked greater than the employees intended daily shifts.
This facility permits employees to work less than their standard basic weekly hours but still receive payment for any overtime worked during the week without completing their standard hours e.g. if an employee works overtime on a Tuesday but fails to come to work on the Friday he or she will still get paid his or her overtime for Tuesday at the appropriate rate even if he or she has not completed their basic number of weekly hours.
If this option is unticked (the normal setting) then the system will base overtime hours on the number of hours worked in a working week, in relation to the shift set-up against each employee. Failing to attend work on the Friday and not completing the basic number of hours for the week will result in any overtime hours being paid at the standard rate
In essence if the employee is due to work a 40 hour week he or she must complete 40 hours before any overtime hours worked are taken into consideration for the Payroll Report.
Auto Round Times
This option will automatically round the T&A times based on the rules set by the system administrator. If this is left unticked, then the rounding of the T&A records will be a manual process and will require the user to click the ROUND TIMES option in the Payroll screen.
Clock In/Out Options
Barcode Entry Required
This option forces the clocking in/out process to use an employee barcode as opposed to simply manually entering their ID. The employee barcode in this case is a modified version which places special hidden characters in the barcode to ensure they are using the barcode and not manually clocking in/out using the on screen keypads.
Clock In/Out using separate T&A System
This option is used ONLY when a separate T&A system is present. This allows users to job on without Progress seeing them as "clocked in" due to the T&A data being held separately. Swicthing this on when there is no other T&A system in use will cause issues with employees using the system.