Authorize Attendance of Employee

Explanation

This activity is used to authorize employee's attendance. To perform this activity you can use the Authorization window as well as the Time Card Day and Time Card Week windows. If IFS/Time Management module is used in the system, the Time Registration window can also be used to authorize time.

In the Authorization window you can authorize time of multiple employees simultaneously for a selected period of time. If employee has job hours reported such as project hours or work order hours, you can check differences between the attendance hours and job hours before authorizing the attendance.

When time is authorized, the details of authorization such as the authorizer, the date and time of authorization, the authorization number etc. can be viewed in the Authorization dialog box. To open this dialog box, you must right-click and click Auth ID Information in the Time Card Day window for the selected date.

Prerequisites

In order to perform this activity;

• The log-in user is required to have sufficient authorization rights in order to access the employee's time information. The authority level of the user depends on the authority attribute specified in the Position Access window.
• If attendance is reported using clocking intervals, the day is required to be completed. Otherwise, incomplete days should be allowed for the employee as defined in the parameter list connected to the employee's work hour rule.

System Effects

As a result of this activity;

• The Authorized check box will be selected in the Time Card Day window.
• The Authorization field will be updated as Authorized or Partly Authorized (depending on whether or not all the days in the selected period or week is authorized) in the Authorization and Time Registration windows.
• An Authorization Number will be generated. This is a unique number generated for each instance of authorization.

Window

Authorization
Time Registration
Time Card Day
Time Card Week

Related Window Descriptions

Authorization
Time Registration
Time Card Day
Time Card Week

Procedure

To authorize attendance information using Authorization window;

1. Open the Authorization window.
2. In the header, enter the period from which you want to display hours to authorize. You can:
   • Use arrows next to the Week field to switch weeks from which you display data.
   • Use From and To fields to define any period from which you want to display data.
     Note:  You can select the Summarise Employee Data check box to sum hours reported by each employee and display them as a single record per employee
3. Navigate down the Organization Tree to select a unit from which you want to display registered hours. You can see only units that you have access to or that are part of the branch leading tothe unit you can access.
   Note: Clicking Organization Tree root will cause the table to display all data from all units for the time period specified in step 2.
4. The Remaining Authorizations field shows the number of days in the selected period that remain to be authorized.
5. The employee's scheduled hours for the selected time period as well as the reported normal hours, overtime hours and absence will show in the respective fields. If there exists a difference between the scheduled normal hours and the actual normal hours reported, the difference will show in the Diff field.
6. In the table, select employees for which you want to authorize time, right-click and click Authorize. The Authorization Options dialog box will appear.
7. In the dialog box you have an option to authorize specific hour types. If you clear any of the check boxes, related hours will not be authorized even if they are part of the selection.

To authorize attendance information using Time Registration window;

1. Open the Time Registration window.
2. Select the employee in the Emp ID field and enter the week you want to authorize in the Week field. The normal hours reported for the day as well as the total presence hours are indicated in the relevant fields.
3. Right-click and click Authorize. The days on which time is reported will be authorized.

To authorize attendance information using Time Card Day window;

1. Open the Time Card Day window.
2. Select the employee and the date on which you want to authorize attendance in the Emp ID and Date fields respectively.
3. Right-click and click Authorize.