Payroll Time Keeping

The Payroll Time Keeping module allows you to review, verify, and approve employee attendance records before processing payroll. This is where you ensure all time records are accurate before calculating salaries.

Overview

This module consolidates attendance data from various sources:

• Biometric devices
• Manual time entries
• Imported attendance files
• Leave applications

Accessing Time Keeping

1. Navigate to Manpower in the sidebar
2. Click Payroll to expand the menu
3. Select Payroll Time Keeping

Main Interface

Filter Options

At the top of the screen, you'll find filters to narrow down records:

• Payroll Period: Select the cut-off period you want to review
• Payroll Group: Filter by employee category (Monthly, Semi-monthly, Weekly)
• Department/Team: View specific departments or teams
• Employee: Search for individual employees
• Status: Filter by approval status (Pending, Approved, For Review)

Time Keeping Grid

The main grid displays employee attendance information:

Column	Description
Employee Name	Full name of the employee
Employee ID	Unique identifier
Department	Assigned department/team
Regular Hours	Total regular working hours
Overtime	Overtime hours worked
Late/Undertime	Total late minutes and undertime
Absences	Number of absent days
Leaves	Applied leaves (Sick, Vacation, etc.)
Status	Current approval status
Actions	Available actions (View, Edit, Approve)

Reviewing Time Records

Step 1: Select Payroll Period

1. Click the Payroll Period dropdown
2. Select the period you want to review
3. The system will load all attendance records for that period

Step 2: Review Individual Records

1. Click on an employee's name or the View button
2. A detailed view will open showing:
   • Daily time records
   • Clock in/out times
   • Break times
   • Overtime computation
   • Leave applications
   • Adjustments made

Step 3: Verify Attendance Data

Check for common issues:

Regular Days:

• ✓ Clock-in and clock-out times are present
• ✓ Working hours meet minimum requirements
• ✓ Break times are properly deducted

Overtime:

• ✓ Pre-approved overtime requests
• ✓ Actual overtime hours match approved hours
• ✓ Overtime rates are correctly applied

Leaves:

• ✓ Leave applications are approved
• ✓ Leave balances are sufficient
• ✓ Supporting documents are attached (if required)

Holidays:

• ✓ Holiday work is properly tagged
• ✓ Holiday rates are applied correctly

Making Adjustments

Editing Time Records

1. Click the Edit button for the employee

2. In the edit screen, you can:

   • Modify clock-in/out times
   • Add missing entries
   • Apply leaves retroactively
   • Add overtime hours
   • Mark holidays worked

3. For each change:

   • Enter the new value
   • Select a reason from the dropdown
   • Add notes explaining the adjustment
   • Attach supporting documents if needed

4. Click Save Changes

Bulk Adjustments

For multiple employees:

1. Select employees using checkboxes

2. Click Bulk Actions button

3. Choose the adjustment type:

   • Apply overtime
   • Mark as holiday
   • Add deduction
   • Apply leave

4. Enter adjustment details

5. Click Apply to Selected

Approval Process

Individual Approval

1. Review the employee's time record
2. Click Approve if everything is correct
3. Or click Return for Correction if adjustments are needed
4. Add comments if necessary
5. Click Confirm

Bulk Approval

1. Select multiple employees with correct records
2. Click Bulk Approve
3. Review the summary
4. Click Confirm Approval

Rejection and Corrections

If records need correction:

1. Click Return for Correction
2. Select the issues:
   • Missing time entries
   • Incorrect overtime
   • Unapproved leaves
   • Documentation required
3. Add specific instructions
4. Click Send Back

The employee's supervisor will be notified to make corrections.

Common Scenarios

Scenario 1: Employee Forgot to Clock Out

1. Find the employee's record
2. Click Edit
3. Navigate to the specific date
4. Enter the clock-out time
5. Select reason: "Forgot to clock out"
6. Add note: "Verified with supervisor"
7. Save changes

Scenario 2: Applying Emergency Leave

1. Open employee's time record
2. Click Add Leave
3. Select leave type: "Emergency Leave"
4. Select dates affected
5. Attach supporting documents
6. Save and approve

Scenario 3: Holiday Overtime

1. Locate the employee
2. Verify the date is marked as holiday
3. Check overtime pre-approval
4. Ensure holiday overtime rate is applied
5. Approve the record

Reports and Export

Generating Time Keeping Report

1. Click Reports button
2. Select report type:
   • Attendance Summary
   • Overtime Report
   • Leave Summary
   • Late/Undertime Report
3. Choose format (PDF, Excel)
4. Click Generate

Exporting Data

1. Click Export button
2. Select columns to include
3. Choose file format
4. Click Download

Best Practices

✅ DO:

• Review records daily to catch issues early
• Communicate with employees about discrepancies
• Keep documentation for all adjustments
• Process approvals before payroll deadline
• Verify overtime against approved requests

❌ DON'T:

• Make adjustments without documentation
• Approve records with unresolved issues
• Skip verification of holiday and overtime rates
• Process expired leave applications
• Ignore system warnings about anomalies

Troubleshooting

Missing Time Records

• Check if employee is assigned to correct schedule
• Verify biometric device is synced
• Look for manual time entries
• Check if it's a scheduled day off

Incorrect Calculations

• Verify employee's shift schedule
• Check holiday calendar settings
• Review overtime rules configuration
• Ensure correct payroll group assignment

Cannot Approve Records

• Check if you have approval rights
• Verify all required fields are complete
• Ensure no pending corrections
• Check if period is still open for editing

Related Topics

• Payroll Center - Process approved time records
• Time Importation - Import attendance data
• Schedule Management - Set up work schedules
• Payroll Approvers - Configure approval workflow

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⚠️ Important: Always save your work frequently. Time keeping records directly affect salary calculations, so accuracy is crucial.