Time and Pay Adjustments

Learn how Line managers and Super admins can take action on Attendance Time and Pay adjustments.

When an employee works overtime, is late, leaves early, or is absent, time and pay adjustments (additions and deductions) are created depending on the policies configured. Click on the links below to understand how to create each attendance policy -

• Setting up an Overtime Policy

• Setting up a Day in Lieu Policy

• Setting up a Deduction Policy

Time and Pay Adjustment in the Attendance module is the go-to place to process Extra hours and attendance violation entries for Line Managers and HR Managers to take the desired action. All the entries that get created are displayed under the Pending Tab.

Below is the depiction of the workflow for Time and Pay Adjustment:

Managing Extra Hours in Split Shifts:

When it comes to split shift arrangements, it's important to accurately track and manage any extra hours worked by employees. In these cases, extra hour entries will be created for each individual shift, and these entries will need to be managed through the existing Time and Pay Adjustment workflow.

Please note: Scheduling Extra hours from Time and Pay adjustments is restricted if there are 
more than shift in a day.

Here's how it works:

Split Shift Example:
Let's consider an example where an employee has two shifts: Morning shift (9 AM - 2 PM) and Evening shift (7 PM - 11 PM).

Extra Hours Worked:
If the employee works an additional 30 minutes in each shift, two entries will be created under the Time and Pay Adjustment "Pending Tab."

Time and Pay Adjustment Workflow:
To ensure fair compensation, both entries must be processed to pay overtime to the employee for that day.

By following these steps, you can accurately track and manage extra hours worked during split shifts, ensuring that employees are appropriately compensated for their additional effort.

Actions for Line Manager

1. Review and Unreview: The Line Manager has the ability to review violation entries (Late arrival, Early departure, and Absent) as well as Extra hours entries. Once reviewed, the status of the entry changes to 'Reviewed' within the Pending Tab. If there is a need to revert the decision, the Line Manager can use the 'Unreview' option available in the kebab menu (three dots on the right).

   

   For example, you select an entry to review which has Level 1, Occurrence 1 violation

   

   
   When reviewing violation entries that require a decision on 'work disruption,' the Line Manager is required to select the appropriate option ('Yes' or 'No') in the advanced tracking method.

2. Reject: The Line Manager has the option to use the 'Reject' action, which will result in the entry being moved to the Rejected tab. From the Rejected tab, the entry can be moved back to the Pending tab using the 'Move to Pending' action button.

Actions for Attendance/HR Manager (Super Admin)

1. Approve for payroll: Violation entries (Late arrival, Early departure, and Absent), as well as Extra hours entries (for overtime), can be approved by using the 'Approve for payroll' action button.

   

2. Approve for Time Off: Extra hour entries (for days in lieu) can be approved by using the 'Approve for time off' action button.

   

3. Review & approve: Violation entries that require the selection of work disruption as 'Yes' or 'No,' and have not yet been reviewed by the Line Manager, can be directly approved by using the 'Review & approve' action button. Clicking on this button will open an advanced modal where the 'Approve for payroll' button will be available.

   

Key points to consider for entries created under the Advance tracking method.

1. There are two types of movement on the violation entries:

   1. Forward (PENDING >> APPROVED/REJECTED >> PROCESSED)

   2. Backward (APPROVED/REJECTED >> PENDING)

2. For forward movement of entries: Entries must be moved from small occurrence to higher occurrence (in that order). E.g. If there are 3 entries with occurrences 1, 2, 3 in Pending Tab then these entries can only be Approved in this order 1>>2>>3

3. For backward movement of entries: Entries must be moved from higher occurrence to smaller occurrence (in that order). E.g. If there are 3 entries with occurrences 1, 2, 3 in Approved Tab then these entries can only be moved to Pending in this order 3>>2>>1

4. When an entry gets rejected and if there is a succeeding one, then the occurrence order gets updated. For e.g., If there are 3 occurrences and the 2nd occurrence gets rejected then the 3rd occurrence will get updated to 2nd.

5. For an entry(s) lying under REJECTED Tab:

   1. If there are one or more preceding entries that have been processed, then this entry cannot be moved to pending

   2. If there are one or more preceding entries that are in the Approved tab, then those entries need to first be moved to pending before any action can be taken on the rejected entry.

6. Exception(s)

   1. REJECT operation can be performed on entries in the PENDING Tab in any order

How attendance deductions work in case of Split Shifts?

In terms of split shift arrangements, the creation of deduction entries under Time and Pay Adjustment (for Late arrival, Early departure, and Absence) operates similarly to single shifts in an ideal flow. However, there is a significant difference in the calculation of the deduction amount.

Here's how it works:

Single Shift Example:
In a single shift scenario, the Bayzat platform calculates the daily rate for each deduction entry based on the formula configured in the deduction policy. For instance, if an employee is late according to the defined threshold in the work timing, 10% of the daily wage will be deducted after processing the Time and Pay Adjustment entry.

Split Shifts:
In the case of split shifts, where an employee is expected to work for the entire day across two separate shifts, an adjustment is made to the deduction amount calculation. The final deduction is halved, distributing it evenly across the split shifts.

This adjustment ensures that deductions are balanced and prevents double deductions for split shift employees.

For Attendance Deduction entries created under Standard Tracking:

• If an attendance deduction entry for the 1st shift is in the Pending Tab and later on the 2nd shift for the day is added or deleted, the deduction amount will be recalculated when moving the entries to the Approved Tab.
• If an attendance deduction entry for the 1st shift is already in the Approved Tab and there is a need to add or delete the 2nd shift for the day, this action will not be allowed. The user will see an error message instructing them to move the 1st shift entry back to the Pending Tab before making any changes. Once the entries are moved to the Approved Tab, the deduction amount will be recalculated.

• If an attendance deduction entry for the 1st shift has already been processed and later on the 2nd shift for the day is added or deleted, it will not affect the deduction amount for the processed deduction entry.

For Attendance Deduction entries created under Advanced Tracking:

• To create another shift, move the time and pay adjustment entry from the Approved tab to the Pending tab. This ensures that the new shift doesn't conflict with existing occurrences in the Approved tab.