19.3. Monthly Time Attendance

In SocrateCloud, the time sheets can be entered by a timekeeper associated to a number of employees.

Timekeeper Setup

A user becomes a timekeeper only when linked to a number of employees in the Work Place tab of the Employees window.

When a timekeeper is not available, the time sheet can be operated by a temporary replacement (substitute timekeeper). The substitute timekeeper can be defined in the User Substitute tab of the User window for the timekeeping used. The substitute timekeeper will be allowed to operate in the name of the timekeeper by selecting the former in the time sheet form.

A timekeeper can process time sheets only for the employees he is associated to and only if he has logged in with the corresponding user.

Monthly Time Attendance Form

The monthly time attendances can be entered using the Monthly Time Attendance Form window, located in the Hours Management menu. The following fields are available:

• Period - the month for which the attendance is entered;

• Timekeeper - automatically filled in with the user used at login, if defined as a timekeeper;

  • for a chosen timekeeper, only those employees that have been associated to him in the Work Place tab of the Employees window.

  • When generating time sheet records, the timekeeper-department association will be taken into account.

  • The system will generate records for all days in a month, but only those contained in the time period when the employee is associated to said timekeeper will be editable. For example, if an employee is clocked by Timekeeper 1 between the first and tenth of the month on Department A, by Timekeeper 2 between the eleventh and twentieth of the month on Department B and by Timekeeper 1 between the twenty-first and thirtieth of the month on Department C, then, when generating the form, the following will apply:

    • Timekeeper 1 will be able to edit the 1-10 and 21-30 intervals;

    • Timekeeper 2 will only be able to edit the 11-20 interval.

• Initialization button - generate records for the selected period and for the employees that are associated to the timekeeper, by following the rules:

  • Lines will only be generated for the employees associated to the timekeeper;

  • The hours will be filled in as described below:

    • By default no hours/ day = the value in the Daily Hours Norm field in the Payroll tab of the Employees window, with the Time Type that has the Default checkbox (usually normal hours);

    • If, for a certain employee, there are Daily Times, the form will generate the hours from these documents, which will be uneditable;

    • If, for a certain employee, you have imported the time sheets, the form will generate the hours from the data imported in the Time Sheet, which are uneditable;

    • The hours are editable by double clicking on the cell corresponding to the day. The edit possibility is conditioned by the rule: the entered normal hours time type must be less than or equal to the value of the daily hours norm;

    • The period for which you are generating the hours must take into account the Employment Date and the End Date entered in the Payroll tab of the Employees window. You cannot enter or generate values outside this interval;

    • For the cases when an employee has defined suspension periods in the Suspension Periods tab of the Employees window, for this interval, the time sheets will be defined with the time type established for the suspension period, the records being uneditable;

    • Records cannot be generated and the cells corresponding to the Saturdays, Sundays, and other non working days (defined in the Non Business Day tab of the Calendar Year and Period window) cannot be edited;

      • (v16.07) if Allows Saturday/Sunday Timesheet is checked, they will be initialized with 0 and can be edited;

• Time Sheet Organization - organization where the time attendance is registered;

• Department - filters the data by the department;

  • an employee is linked to a department in the Employees window, Work Place tab;

• Employee - is used to display the attendance for a specific employee;

• Days Interval - interval within the selected period for which the attendance is displayed;

• Snapshot button - if the time sheet is processed in two steps (upfront and liquidation) you may save an "image" at a certain date. Initially, this process will do a check-up and, afterwards, will update, if necessary, the records, depending on the changes that have occurred in-between the time sheet initialization and snapshot generation. Once pressed, the button becomes inactive.

• Complete button - is used to process a time sheet considered to be complete. After action this the time sheet cells will become uneditable;

The Snapshot and Complete processes take into account the Timekeeper and Department changes that have occurred to the employee definition.

The following columns are available within the form:

• Name - the employee name;

• Tax ID - the employee Social Security Number as defined in the Employees window;

• 1..31 - columns corresponding to each day in the month. Can be limited using the Days Interval parameter;

• Total - is calculated for those time types who have the Time Attendance Total checkbox, and only after the first click in the cells.

Starting with v16.07, it is possible to manage total working hours by keeping records of extra working hours from one month to another. This is possible only if the department has Allows Norm Exceeding checked, through the flowing columns:

• Initial Stock - extra hours available at the beginning of the month;

• Compensated Stock - attendance hours compensated using the existing stock;

• Final Stock - remaining extra hours in the current month. Will be used as initial stock for the next month;

• the columns are available only after the form is processed.

• only normal hours can be compensated;

• starting v16.09 it is possible to compensate negative hour stock (applicable when the employee does not complete it's monthly norm);

  • Note: when processing the time sheet, if an employee has negative hour stock, the sistem will check the previous 2 months. If both months have negative stock you will not be able to process the time sheet;

If during a period, after the monthly attendance has been operated, the employee data is updated, specifically the Norm field from the Employee window, Payroll tab, then, when initializing the time sheet the following updates and validations will take place:

• if the norm is increased, the hours will remain unchanged;

• if the norm is decreased, the hours will be updated accordingly for both default and specific time types;

Monthly Time Attendance

The records in the Monthly Time Attendance Form window are displayed as documents in the Monthly Time Attendance window, located in the Hours Management menu. The following fields are available:

• Timekeeper, Period - the corresponding timekeeper and month for the attendance record;

• Processed (system maintained) - indicates that the attendance form has been completed;

• In Revising - indicates that modifications can be applied to a processed form. To activate the checkbox, run the Open/Close Revising process described below;

The Monthly Time Attendance tab displays the monthly time attendance form lines. The tab's information is updated whenever changes are made in the Monthly Time Attendance Form.

The Hours Stock tab (v16.07) displays extra hours information;

The Snapshot tab displays the results obtained by pressing the Snapshot button (this is usually the upfront time sheet). The records in this tab are fixed and are not affected by subsequent updates in the Monthly Time Attendance Form.

Monthly Time Correction

The Open/Close Revising process enables you to make changes to a completed monthly time attendance form. Before running the process you can specify the following parameters:

• Period, Timekeeper - selection filters for the attendance records for which the process is run;

• In Revising:

  • "Yes" - the records become editable and will have In Revising checked. Any changes made while in revising will be registered in the History tab, in the Monthly Time Attendance window, Monthly Time Attendance tab. The initial record will be marked with the First Record checkbox;

  • "Nu" - select after making the necessary updates to make the attendance record uneditable.

Limitation: after making time sheet correction, the initial stock for the next month will only be updated by time sheet initialization, action available only if a time sheet is not processed.

Import Time Sheets

Starting with version 13.08, the time sheets can be imported from external files, allocating the working hours to different dimensions (i.e. projects (phases and tasks), activities, resources, Trx organizations, products and teams).

The import process only works for the employees linked to the timekeeper logged into the system or his replacement.

Otherwise, the process will not run the import and will indicate the following problems:

• • there are daily times from outside the period indicated as a parameter;

  • there are employees with data to be imported, who have been neglected by the current timekeeper (selected as a filter) or by his replacement;

  • there are multiple time types for a certain day;

  • there are more than n working hours (the daily norm) for a single day;

  • there are daily times for the non working days, holidays, or suspension periods;

  • there is a reversal (negative number of hours), but, in the given situation, there is no data to be reversed in the time sheet;

  • there is a reversal (negative number of hours), but the time sheet for the respective day has been processed, or the correction way has not been activated in the Time Sheet (for the current timekeeper);

  • the employee and/or other attributes have not been defined in the system (e.g. time type, project, activity, etc.);

  • the employee has daily time, but his contract expires in the respective day;

  • the date in the time sheet is part of a closed calendar period;

Starting with v16.05, if the import process is run using the Without daily norm & non business days validation option, no restrictions will be applied regarding the daily norm or non working days. Details in Daily Time Import.