h) Attendance Rule
Go to the "Maintenance/Options" menu. Select "Attendance Rules".
Upon selecting "Attendance Rules" a new window will appear, providing access to a range of options and settings for
managing attendance. The available options within the "Attendance Rule" section include:
Calculation: Users have the capability to define and implement global rules for attendance calculation within the company. These rules are integral to the accurate computation of various aspects, such as overtime (OT), rounding options, break deduction, and late or early out deduction.
• Late Arrival and Early Out Deduction
The "Late Arrival and Early Out Deduction" feature allows users to configure how penalties or deductions are applied for late arrivals or early departures. This setting offers three distinct options, each with a specific impact on working hours and overtime:
1. None (No Deduction): If the "None" option is selected, no deduction will be made for late arrivals or early departures. Working hours and overtime calculations remain unaffected.
2. Work Time Deduction: Choosing the "Work Time" option results in the deduction of the specified late minutes from an employee's working hours. This ensures that the late time is subtracted from the total hours worked.
3. Overtime Deduction: When "Overtime" is selected, the late minutes are deducted from overtime hours, making the employee's working hours count as full. In the event that the late minutes exceed the available overtime, the overtime hours are reduced to "0," and any remaining late time is not deducted from working hours.
• 1
st Break Deduction Options
The "1
st Break Deduction" feature provides users with various choices
for managing break time deductions, depending on their preferences and company policies. These options offer distinct approaches to handling deductions related to breaks:
1. None (No Deduction): When the "None" option is selected, no deductions are made for break time from either working hours or overtime. Breaks are not factored into calculations.
2. Work Time Deduction: Choosing "Work Time" results in deductions based on the user's recorded punch-out and punch-in times for breaks. The duration of the break is subtracted from working hours. The system measures how long the user spends on a break and reduces working hours accordingly.
• Extra Time: With this setting, deductions are made only for the extra time spent on breaks beyond the allocated break time. For example, if a break is scheduled for 60 minutes, and the user spends 70 minutes on a break, only the extra 10 minutes are deducted from working hours.
• Auto: This setting deducts the entire allocated break time, regardless of whether the user takes the full break. If the break is set for 60 minutes, the system deducts 60 minutes from working hours, irrespective of the actual time spent on the break.
3. Overtime Deduction: Selecting "Overtime" results in deductions based on the user's recorded punch-out and punch-in times for breaks from overtime hours. The system measures how long the user spends on a break and reduces overtime hours accordingly.
• Extra Time: This option deducts only the extra time spent on breaks beyond the allocated break time from overtime hours. For example, if a break is scheduled for 60 minutes, and the user spends 70 minutes on a break, only the extra 10 minutes are deducted from overtime hours.
• Auto: This setting deducts the entire allocated break time from overtime, regardless of whether the user takes the full break. If the break is set for 60 minutes, the system deducts 60 minutes from overtime hours, regardless of the actual time spent on the break.
• Single Punch
The "Single Punch" options refer to the actions that can be taken by an individual using a single punch or entry within the attendance system. There are two official choices available:
1. Present: Selecting the "Present" option signifies that the individual was in attendance or on duty at the time of the single punch entry. This action is recorded to confirm the individual's presence.
2. Absent: Choosing the "Absent" option indicates that the individual was not in attendance or on duty at the time of the single punch entry. This action is recorded to confirm the individual's absence or non-participation.
Default: This option is used to specify rules and settings related to weekends and how they affect attendance calculations.
• Overtime Code:
This process involves configuring the organization's software or system to establish and apply standardized overtime codes that are consistent and applicable across the entire system. These codes are used to categorize and manage different types
of overtime work.
Advanced Function: Users can access advanced functions and settings for more intricate aspects of attendance management in this section.
• Overtime Rounding Option:
1. None:
This option does not involve any rounding of overtime hours. Overtime is recorded exactly as the actual hours worked.
2. Round Down:
In this option, overtime hours are rounded down to the nearest specified value when the accumulated overtime equals or exceeds the defined rounding threshold. For example, if the rounding value is set at 30 minutes, any overtime worked for 30 minutes or more will be rounded down to 30 minutes.
3. Round Up
Under this Option, overtime hours greater than zero are rounded up to the nearest specified value. For example, if the rounding value is set at 30 minutes, any overtime worked for at least 1 minute or more will be rounded up to 30 minutes.
4. Rounding Value
The appointed threshold used to determine whether rounding should be up or down. If the overtime worked is greater than or equal to 50% of this threshold, it is rounded up to the threshold value; otherwise, it is rounded down to zero. For example, with a 30-minute rounding threshold, overtime of 15 minutes and 1 second or more will be rounded up to 30 minutes, while overtime of 14 minutes and 59 seconds or less will be rounded down to 0 minutes.
• Interval of Leaving count as OT
"Overtime accrual based on time extensions beyond clock-off time"
This refers to the practice of recording and compensating overtime for the additional minutes or hours worked beyond the appointed clock-off or regular working hours. Overtime is accumulated and calculated based on the time intervals by which an employee exceeds their scheduled departure time.
• Leave Rule
1. No Rule
Under this rule, there are no specific requirements for setting leave
information in an employee's profile. Leave applications are recorded in the employee's account, and the data is accessible in attendance reports.
2. Basic Leave
By selecting this rule, each employee's profile should include details about their annual leave and medical leave entitlement. However, there is no strict control over monthly leave utilization by the employee.
3. Earn Leave
In the case of the Earn Leave rule, every employee's profile must include annual leave and medical leave information. Additionally, it allows for monthly control over the number of leaves an employee can take.
4. Hourly Leave
The Hourly Leave rule signifies a leave management approach where leave entitlement and utilization are measured in terms of hours worked rather than days. This method allows for precise tracking of hourly leave taken by employees. e.g.: He might accrue 4 hours of leave for every full workday (8 hours) he works. This means that after a month of working 20 full days, he would have accrued 80 hours of leave.
• Rest Day Over Time
1. Worktime + Overtime
If an employee works on a weekend, their working hours and overtime will be recorded and displayed in both of the "Overtime" columns on the report.
2. Worktime and Overtime
With this configuration, in the case where an employee works on weekends, it allows for the independent calculation of their regular work hours and overtime hours, providing a distinct separation between the two in the report.
• Public Holiday Overtime
1. Worktime + Overtime
If an employee works on a weekend, their working hours and overtime will be recorded and displayed in both of the "Overtime" columns on the report.
2. Worktime and Overtime
With this configuration, in the case where an employee works on weekends, it allows for the independent calculation of their regular work hours and overtime hours, providing a distinct separation between the two in the report.