ANTE User ManualCertificate of Attendance Filing
A Certificate of Attendance (COA) fills a gap in your time logs — a missed punch, a seminar, training or an official event. Once approved, it adds a punch for the hours you filed so your day is not marked absent or short.
Right-click a row to review and decide it (approve, reject, revert or cancel an approval where you are allowed to), open it in a new tab, copy its link or open the employee's record.
When to use it
File a Certificate of Attendance (COA) when you were present for work or for an official activity but your time logs do not show it — you forgot to punch in or out, the device was down, or you attended a seminar, training or other official event. The screen describes it as "For seminars, training, or other official events". Once approved, ANTE adds the hours you filed to your day as if you had punched them.
If you were working at a client's site or on an errand outside the office, use Official Business instead — it also asks for the location. If your time runs past the end of your shift, the part beyond it is credited as overtime in the same approval (see Time beyond your shift). To claim overtime that your time logs will back, use Overtime.
| Situation | File |
|---|---|
| Forgot to punch out | Certificate of Attendance |
| Attended a seminar or training | Certificate of Attendance |
| Worked at a client's office | Official Business |
| Stayed late to finish work | Overtime |
Where the filing leads
An approved filing becomes a punch on your day. It shows in Time Keeping and in Raw Logs with the source Certificate of Attendance, next to any real punches you have that day. Time Keeping then works out late, undertime and hours from all the punches together.
Filing it
There are two ways to start, and both open the same form.
From an attendance warning
When your day is flagged on the Dashboard — for example a missing punch or an absence — the My Attendance warnings list has a Resolve button on the row. ANTE decides where it leads:
- A rest day or extra day you worked opens the Rest Day Work form directly, because only that filing fixes it.
- A day whose only issue is computed overtime opens the Overtime form directly.
- An absence or a missing time in / time out opens Select Filing Type, which asks you to pick the right filing to resolve the issue: Leave (File a leave for this day), Official Business (For work-related activities outside the office) or Certificate of Attendance (For seminars, training, or other official events). Choosing Leave opens the Leave form for that single day; once the leave is approved, the day no longer appears in the warnings list.
The form opens already filled in from your day, using the punches you have first and the shift to fill the gaps: the time you did punch plus the shift time for the missing one. For an absence, or when both punches are missing, it opens with the shift start and end. You still review it and submit. While it waits for approval, the warning shows Pending · Certificate of Attendance; Resolve stays available.
From the Request Panel
- Open the DashboardFind the Request Panel widget.
- Click +The menu lists every filing type. Choose Certificate of Attendance.
- Fill in the formSee the fields below, then click Submit.
From the Filings page (HR)
Under Manpower → Filings → Certificate of Attendance, click File Certificate of Attendance. With the File on Behalf permission the form also shows File on behalf of employee (pick the employee, required) and Auto-approve this filing, which creates the filing already approved and skips the approval chain; the trail records that an administrator filed and approved it.
The fields
What you see before you submit
- The title reads New Certificate of Attendance; when you reopen a pending filing it reads Edit Certificate of Attendance.
- The yellow message Time Out must be greater than Time In. appears as soon as the times do not make sense.
- If the date falls in a pay period that has already left Time Keeping, a yellow message says the cut-off is locked and Submit is disabled (see If the cut-off is locked below).
- If your times overlap another Certificate of Attendance filing of yours, you get Existing Certificate of Attendance Filing Found listing each overlapping filing with its date, time and status. If the overlapping one is still Pending, you can press Override to cancel it and file this one. If it is Approved, you can only press OK — see Common problems.
Only the time ranges are compared for overlaps, so a Certificate of Attendance filing does not clash with a leave on the same date. Overtime is different: if the overtime part of the form overlaps an Overtime filing, it is refused as a conflict, because the same overtime hours cannot be filed twice.
These checks apply too, and refuse the filing with a message when they fail:
- The dates must fall inside one of your active contracts.
- You must have a payroll group and a cut-off; otherwise you are told to contact HR.
- Any company rule from Approval Configuration (who may file, caps per cut-off, month or year) applies. HR filing on your behalf skips these.
Time beyond your shift
When the time you file on a Certificate of Attendance form runs past your shift, ANTE also credits the part beyond the shift as overtime, in the same approval. You do not file a separate Overtime form for it. Once the form is approved, the attendance and the overtime are both credited, and the overtime shows in the APP column of Time Keeping.
The shift card and breakdown
As soon as Time In and Time Out are filled in, the form shows your shift for that day and a breakdown of the time you filed: the time within the shift, the overtime before the shift, the overtime after the shift, and how much of the overtime is night differential (10:00 PM to 6:00 AM). You must confirm that you are also filing this overtime before you can submit. If part of your shift is left uncovered, the form also tells you how many hours you are short.
How the time is split
On a fixed (time-bound) shift, everything from the first start to the last end of the shift is regular time, and breaks inside the shift count as regular. Time before the shift is early overtime and time after it is late overtime. On a flexible shift, the first stretch of the window, equal to your work target plus the flexible break, is regular and the rest is overtime. On a rest day or extra day with no work shift, the first 8 hours are regular and the rest is overtime. Rest-day pay itself still needs an approved Rest Day Work filing.
| ShiftTime Bound, the 1-hour lunch is inside the shift | 09:00 AM - 06:00 PM | |
|---|---|---|
| Filing11 hours filed | 09:00 AM - 08:00 PM | |
| Within the shift09:00 AM to 06:00 PM, lunch included | 9 h | |
| Overtime after the shift06:00 PM to 08:00 PM, none of it at night | 2 h | |
| Credited on approval | = | 9 h attendance + 2 h overtime |
| Filing14 hours filed | 09:00 AM - 11:00 PM | |
|---|---|---|
| Within the shift | 9 h | |
| Overtime after the shift06:00 PM to 11:00 PM | 5 h | |
| Of which night differential10:00 PM to 11:00 PM | 1 h | |
| Credited on approval | = | 9 h attendance + 4 h regular overtime + 1 h night-differential overtime |
What the approver sees
The approver sees a warning block with the same breakdown and must confirm that they are also approving overtime. If the employee's shift changed after the filing was made, the approver is shown the new figures and asked again. Once the overtime is credited, a later shift change can never pay more than was approved, and the credit shrinks if the new shift covers part of it.
When the overtime part is not credited
If your company has switched off the Overtime filing type, or an Overtime eligibility rule excludes you, the form still files and the attendance is still credited, but the overtime part is not. The form and the approver both say why.
An Overtime filing is paid only for the time your time logs back. Work with no logs, such as off-site work or a client visit, is exactly what Certificate of Attendance and Official Business are for: their time beyond the shift counts as overtime. The same overtime hours cannot be filed twice, so a Certificate of Attendance form whose overtime part overlaps an Overtime filing is refused as a conflict.
Approving it
The filing follows the approval chain set up in Approval Configuration. Approvers see it in the bell's Filing Approvals panel and in the Manage Request widget on the Manpower Dashboard. Opening it shows the Filing Request dialog with Details (date, time in and out, reason) and Time Logs — the employee's real punches that day — so the approver can check what the filing adds. The full steps, stages and rules for rejecting are in Approving a filing.
A reason is required to reject, and the filer sees it in the filing as Rejection Reason.
What approval changes
Approval creates a punch for the filed time, labelled with the source Certificate of Attendance, and recomputes every day it covers. The punch lasts from Time In to Time Out, so a filing from 09:00 AM to 06:00 PM is a 540-minute punch. If anything removes the punch while the filing is still approved, ANTE puts it back the next time that day is computed, so approved time never silently disappears.
| ShiftTime Bound, 09:00 AM-06:00 PM | REGULAR-9TO6 | |
|---|---|---|
| FilingDate From = Date To, Time In 09:00, Time Out 18:00 | 09:00 AM - 06:00 PM | |
| Real punches that day | None | |
| Punch created on approval09:00 AM to 06:00 PM, source Certificate of Attendance | 540 minutes | |
| LateIn exactly at shift start | 00:00 | |
| UndertimeOut exactly at shift end | 00:00 | |
| Day result | = | Present, no deductions |
| Filed Time In - Time Out | Late | Undertime |
|---|---|---|
| 09:00 AM - 06:00 PM | 00:00 | 00:00 |
| 09:10 AM - 06:00 PM | 00:00 (within grace) | 00:00 |
| 10:09 AM - 06:00 PM | 01:09 (all 69 minutes) | 00:00 |
| 09:00 AM - 05:21 PM | 00:00 | 00:39 (all 39 minutes) |
You can file only the missing part of a day. If you punched in at 09:00 but forgot to punch out, file from your real out time onward and Time Keeping reads your real punch plus the filed one together.
A rejected filing never adds a punch. If it was somehow already applied, the punch is deleted and the day is recomputed. Only the punch that matches the filing is removed — your real punches and punches from other filings the same day are untouched.
Changing or withdrawing it
While it is Pending
Click the row in the Request Panel to open its details (read-only). On your own pending filing, click Edit to change the fields and then Update, or click Cancel Request to withdraw it (status becomes Cancelled). Only the person who filed it can do this. If an approver had already acted, editing voids their decisions and the approval starts again at the first stage; the earlier round stays visible as Earlier rounds.
Once it is Approved, Rejected or Cancelled, the filing opens read-only.
After it is Approved: Cancel Approval
Approved Certificate of Attendance filings can be undone with Cancel Approval, found in the Filing Request dialog. It is available to the original approver, someone senior to the approver, or a super admin — never to the person who filed it. A reason is required.
What happens: the status becomes Cancelled, the punch it created is deleted, the affected days are recomputed (the absence, lateness or shortfall comes back), and the filer is notified with the reason.
If payroll for that period has already moved on (submitted, processed or approved), Cancel Approval is refused. Ask payroll to send the cut-off back to the Time Keeping stage first.
To replace an approved filing with a corrected one, cancel its approval first. Deleting the Raw Log by itself does not help — an approved filing re-creates its punch.
If the cut-off is locked
A cut-off is locked once its pay period has left the Time Keeping stage. Two different things can happen.
- Filing for a locked date is blocked. The form shows the lock message and Submit is disabled. Future dates with no cut-off yet are not locked. HR must send the cut-off back to Time Keeping, or you file for the days that are still open.
- A filing already pending when the cut-off locks can still be approved — the approver is asked "Carry Over This Pay?". The locked cut-off is never touched and no punch is added to it. Instead, ANTE refunds what the day cost you and adds it to your next open cut-off as a carry-over adjustment.
For Certificate of Attendance the refund is the absence, late and undertime deductions that the frozen cut-off stored for each day the filing covers. The approver sees the amount and the target period and chooses Carry Over the Pay or Do Not Carry Over. This is a simple refund of what was deducted — it is not a recomputation of the day.
| What the frozen cut-off deducted for that day | Carried to the next open cut-off |
|---|---|
| An absence deduction | Refunded in full |
| A late deduction | Refunded in full |
| An undertime deduction | Refunded in full |
| Nothing (the day was already paid) | No carry-over line |
Cancelling a carried-over approval first withdraws the carried pay from the later cut-off. If that later cut-off is already posted (paid), the cancellation is refused and nothing changes.
Common problems
- "Date To can be at most 1 day after Date From". One filing covers a single day or a night that crosses midnight. File each day separately.
- Submit is greyed out. Either Time Out is not later than Time In, or the date is in a locked cut-off. Read the yellow message above the buttons.
- "Existing Certificate of Attendance Filing Found" with only OK. An approved filing already covers that time. Open it and use Cancel Approval, then file again.
- The day still shows absent after approval. Check Raw Logs for a punch with source Certificate of Attendance. Dates outside your contract period are skipped without error.
- The filing is stuck on hold. No approver could be found (no superior recorded, or the only approver is you). HR sees it under Needs attention; see Approving a filing.
- The approved time did not change my pay. The extra punch removes an absence or lateness. Time beyond your shift is paid as overtime only when the form showed an overtime part and it was approved; if the Overtime filing type is off for your company, or an eligibility rule excludes you, only the attendance is credited. See Time beyond your shift.
- The form is refused because it overlaps an Overtime filing. The same overtime hours cannot be filed twice. Cancel or change the Overtime filing, or shorten this form.
- Resolve does not show. It is hidden on rest days and on warnings that are already resolved.
How It Connects
Set up first
- Approval Configuration — decides who approves Certificate of Attendance filings and which company rules apply to them.
Gets its data from
- Manpower Dashboard — the My Attendance warnings and Request Panel are where employees start the filing; Manage Request is where approvers act on it.
- Raw Logs — the missing punch you are covering for shows up here as a gap in the day.
Feeds into
- Raw Logs — the approved filing appears here as a punch with the source Certificate of Attendance.
- Time Keeping — recomputes late, undertime and hours from the real and filed punches together.