Processing T & A Data |
  
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Processing T & A Data |
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NOTE - this may take some time so please be patient.
NOTE - any partial transactions (where staff have logged in but not logged out because they are still working) will be collected but show with zero hours worked. Do not worry about these as when the next ‘Get Data’ is selected these will be re-collected.
NOTE – This should be done at least weekly as Time & Attendance Processing only holds data for up to 2 weeks so data will be unavailable to download if not collected in time.
NOTE – This process can also be run from ‘View Data’.
NOTE – It is possible to add data to Time & Attendance Processing, prior to it being downloaded, so that it is imported already adjusted to save time at the final payroll stage. You may do this when:
a) Someone has forgotten to log out
b) Someone’s hours are short but you want their regular hours to be paid e.g. worked 1 hour 40 minutes, regular hours are 2 so add an entry for 20 minutes on the appropriate day, 2 hours will be paid.
c) You want someone add paid overtime in addition to the hours they worked, this must be added in 30 minute increments as a new entry on the appropriate day.
The bulk of the work is performed in this option. On selecting this option, a check is made for any newly received data (via the Get Data option). The data is then checked against the rules as set up in the parameters, plus checks for valid staff and valid sites.
Once this has completed it is possible to make amendments to this data.
On transferring from the chosen T & A system, the staff number is checked for validity against the current staff file.
If invalid an error 99999 is displayed. If valid and the staff member is a supervisor grade or above this is displayed in blue. It is possible to change the staff number using [F5] to select the correct staff record.
The name displayed is as entered on the chosen T & A System unless the staff has been changed using [F5] in which case it is the name as held on the Staff file. Beneath the name there is the option to add an ‘oddity’. On transferring from the chosen T & A System if the staff has any oddities set up on their regular pay these are copied into this field.
NOTE there is an option, controlled using the parameter as above, that while there is any data in the oddity field this record will not be processed into the payroll so it is necessary to delete the oddity line once they have been actioned.
On transferring from the chosen T & A System the Site Code is checked for validity against the current Client/Site file. If invalid an error 99999 is displayed. If valid and the site is not set up as an Time & Attendance Processing site this field is displayed in green. This data will not be processed into the payroll. It will be necessary for either the site to be amended (as above), or the record set to ignore. It is possible to change the site code using [F5] to select the correct site. If the staff has any per-logged absences for this date these are displayed beneath the site code.
These are reference only fields and cannot be changed.
This is a reference only field and cannot be changed. It is the hours worked as returned by the chosen T & A System.
If the staff works shifts, then the shift that matches this time is displayed as Shift 1, 2 or 3. If
Shift 0 is displayed it means that no start time can be matched.
These are reference only fields and cannot be changed. They are loaded at the time the data is verified and show the hours for each rate for each day. They are displayed in RED if there are multiple hours.
This field is ticked if the hours worked are within the tolerances set up in the parameters.
This is either the error code returned by the chosen T & A System or the error code created by CleanLink. Pressing [F5] will give a detailed description of the error code. If the error has been returned by the chosen T & A System the ‘Ignore This Record’ flag is automatically ticked.
The hours to pay are calculated using the hours worked, the rounding parameters and the regular hours. The calculated hours can be amended manually.
If hours worked are within the tolerances they are set to the regular hours.
If hours worked are under tolerance then the actual hours worked are added. If the staff has more than 1 rate the hours are added to ‘rate 1’ first. For example, if the hours worked are 3 hours 45 minutes and the regular pay is 2 hours at rate 1 and 2 hours at rate 2 the system will allocate 2 hours to rate 1 and 1 hour 45 minutes to rate 2. These hours are shown in Red.
If the hours are over tolerance and the ‘pay over time’ setting is not set, the hours are left blank and the user will need to enter the hours they wish to pay their staff for this record.
If the hours are over tolerance and the ‘pay over time’ setting is set, the worked hours are rounded to the nearest 30 minutes and allocated as per the regular pay, with overtime hours being added to rate 1. These are displayed in Green.
If a member of staff is paid overtime at a different rate to their regular hours, then the overtime rate
should be rate 1 and the regular rate, rate 2.
If a member of staff clocks in and out twice a day and are not marked as a shift worker, each shift will be dealt with in isolation. This must be dealt with manually in the interface by adding an oddity to produce the correct pay.
Overtime for staff with regular pay involving quarter of an hour/three quarters of an hour needs to be done manually be setting an oddity.
This is a reference only field and cannot be changed. The information shows values of fixed extras and not entries with times.
This flag is automatically set if an error is returned from the chosen T & A System and can be ticked manually. If this flag is ticked, this record is ignored when importing the hours to the current pay.
This is a reference only field and cannot be changed. The information may be useful if you need to use the Reset for Re-fetch option.
Hide within tolerance/Display All
Depending on the current display, clicking this button will either hide all the records within tolerance or display all the records.
Records within tolerance are those that do not have an oddity and are either within tolerance, have hours to pay greater than zero or are set to be ignored. When these are hidden, only the records that require attention and will not be imported are displayed. These can then be amended as necessary.
When a record is highlighted and the Display Site button is pressed, the user is taken to the following screen. From this screen the user can view Staff Members Timesheet details for the relevant site and shows staff members Worked Hours, Regular Hours and Hours To Pay.
Worked Hours (Work): These are the hours that the staff member actually worked.
Regular Hours (Reg): These are the hours that the staff member is usually assigned.
To Pay Hours (To Pay): These are the hours that a user can amend to pay the staff member a different amount to that which is recorded under Worked and Regular Hours.
When a record is highlighted and the Display Staff button is pressed, the user is taken to the following screen. From this screen the user can view a specific Staff Members Timesheet details for the selected week and for the relevant site. It shows staff members Worked Hours, Regular Hours and Hours To Pay.
Worked Hours (Work): These are the hours that the staff member actually worked.
Regular Hours (Reg): These are the hours that the staff member is usually assigned.
To Pay Hours (To Pay): These are the hours that a user can amend to pay the staff member a different amount to that which is recorded under Worked and Regular Hours.
This allows the display to be restricted to the selected ranges. Selections can be made as follows.
This will check and get any data waiting to be collected from the Ezi-tracker, Innovise, Telelog or Ulysses.
This report gives the option to output to CSV, Printer or PDF. There are several selection options and formats to allow tailoring of the report.
Under Hours
If there is a reduction in regular pay for a member of staff that you are unaware of, extra minutes will be paid automatically until regular pay is corrected. By using this report you can see if someone is regularly under their regular hours.
Over Hours
As above, this could be a change in regular pay. It could also be that an employee is doing
unauthorised overtime which if ‘Pay overtime’ is selected will be automatically paid.
NOTE This report only displays data received from the chosen T & A System. It does not make comparisons with Regular pay to report non-attendance days.
These are generally used when first starting with the chosen T & A System but do allow for groups of sites or staff to either be added or deleted. The selection options are:
For Sites:
For Staff:
H. Reset 'Last Batch No. Received' to Force Re-fetch
This option enables you to re-fetch data from the chosen T & A System should this be necessary. Before using this option use the View Data screen to identify the date and batch number you require.
Important: Please read the on-screen notes before proceeding with this option.
Payroll Processing
When a cycle is opened two things happen
1) The regular hours are not transferred for any sites with the Staffcheck Flag (on the Clients, Sites. Address Tab screen) set to 1.
2) After the normal Pay Cycle opening processing a prompt is issued to import the chosen T & A System data.
If OK is selected, then all the data in the Ezi-tracker interface that is either within tolerance or hours have been entered is imported and marked as processed so is no longer accessible in the View Data (see above). All data marked as ‘ignore this transaction’ is also marked as processed.
If Exit is selected the open cycle process continues with no data being imported.
During the cycle it is possible to import new data from the Time & Attendance Processing interface. To find this option, go to: Pay Cycle > D. Timesheet Import and select Time and Attendance.
Selecting Yes, Proceed will result in any un-processed transactions being imported from the interface.
Other Interactions
Whenever a new site is added or a current site made in-active, depending on the settings in the parameters the T & A interface is either updated automatically, a prompt issued asking if the file is to be sent to Time & Attendance or nothing happens.
NOTE – The site is automatically set to be a Time & Attendance site. If this is not the case then the Staff
Check Contract number must be zeroed.
Staff Maintenance
Whenever new staff are added or a staff leaving date is added, depending on the settings in the parameters the T & A interface is either updated automatically, a prompt issued asking if the file is to be sent to Time & Attendance or nothing happens.
Whenever a new staff member is added via a mobile, depending on the settings in the parameters the T & A interface is either updated automatically, a prompt issued asking if the file is to be sent to Time & Attedance or nothing happens.
Care needs to be taken when using the Auto-processing flags for mobile receipts when the Time & Attendance interface is enabled as the process will stop and wait for a response if the Update staff flag is set to Yes.
