COMPILE PUNCH

Compile Punch module is used to compile or process the details of punch inconveniences and absence of employees. Compile punch module shall be available to top-level hierarchies(unless explicitly requested).

Compile punch module has two functionalities:

• Compile Punch or Punch Compilation

• Absent without notice or LOP Compilation

Compile punch page processes the punch details of employees including late-punch-in, early-punch-outs and miss-punch for the respective academic month and as a penalty assigns LOP(Loss Of Pay)s and casual leaves(if applicable).

All institutions permit limited number of early-punch-out/late-punch-in/miss punch for employee for an academic month. If the count of such inconveniences caused by an employee exceeds the permitted limit, casual leave/LOP is assigned to employee and the count of casual leaves will be deduced accordingly. In case, the employee has availed all the casual leaves permitted for the academic month/year or if there is no casual leave to be deduced, LOP(Loss Of Pay) is assigned to the employee and the count of LOPs will be deduced accordingly.

LOPs are assigned to employees only when no casual leaves are left for the employee for the respective academic month/year. If LOP is assigned to an employee, respective amount based on the count of LOP shall be deduced from employee's salary.

For exempting punch inconvenience, employees should apply punch requisition or request and the top-most hierarchy should approve the same.

Note:

1. Criteria for calculating casual leaves and LOPs may vary for institutions based on Institution's rules.

2. Assignment of casual leave as a penalty shall only be applicable for certain Institutions. In some Institutions, LOP assignment is made as a penalty for punch inconveniences even if casual leaves exist for employees.

How to compile punch?

For compiling punch details for the users, follow the steps below.

• Step 1: Select year from the Year list box

• Step 2: Select month from the Month list box; for which the salary is to be compiled

• Step 3: Select category from the Category list box

• Step 4: Select the Compile Punch from the Type field

• Step 5: A table shall be displayed in the work-area. The table shall contain list of employees under the selected category and punch details of the employees for the specified academic month and year.

User can exempt the employees' Miss punch, Less working hours, Late punch or Early out on clicking the Exempt button on the Action field, then users' punch will be exempted.

User can also revert the exemption given to the employees' by clicking on the Revert button on the Action field, then the punch will be revert back.

Preview Past Punch Compilations details

While entering the main page of compile punch module, user can preview the summarised details of past months' punch compilations. The details shall be displayed month-wise. For each month, departments for which punch compilation has been performed shall be displayed among with the count of employees for whom LOP was incurred.

Summarised Preview of Past Punch Compilation Details

On clicking the department's name, detailed preview of the punch compilation information of the department shall be displayed.

Detailed Preview of Past Punch Compilation Details

Screenshot pending for summarised preview of past punch

ABSENT WITHOUT NOTICE or LOP COMPILATION

Absent without notice compilation is the process of compiling or calculating the number of days the employee was absent for the respective academic month. All absence are not treated as LOPs. If an employee has not punched for a day and has not applied for leave, he/she is considered as absent. At the time of LOP compilation, count of such absences are calculated and respective numbers of LOPs are assigned to the employees. If LOP is assigned to an employee, corresponding amount based on the count of LOP shall be deduced from employee's salary.

Note: Absent without notice compilation is performed department wise.

How to compile absent without notice or LOP of employees?

Absent without notice compilation process has 4 phases. After navigating to the absent without notice compilation page follow the steps below.

1) Generate absentees list

2) Exempt/Convert LOP, if required

3) Save LOP compilation result

4) Transfer compiled information

1) Generate absentees list:

In the absent without notice main page, select:

• Year from the Year list box

• Month from the Month list box; for which the salary is to be compiled

• Department from the Category list box; so that LOP compilation can be applied for employees in the specified department

• Select the Absentees without notice from the Type field

• A table shall be displayed in the work-area. The table shall contain list of employees under the selected category and LOP details of the employees for the specified academic month and year.

Absent Without Notice - Compilation page

Then click on the Absentees List Button nearby department list box. On doing this, punch and leave details of employee for the selected month & year shall be process for employees in the specified department. As a result, the following information shall be generated for each employee.

• LOP

• LOP applied & approved

• Leave application(s) awaiting approval

• LOP Exempted

LOP:

Count of total LOPs incurred for the employee due to absence is displayed as LOP count. LOP count displayed shall include,

• Dates for which the employee has neither punched nor applied for leave

• Date on which duty was assigned for employee but has not punched on duty assigned date

• Holiday date on which duty was assigned for employee but has not punched on holiday-duty assigned date

• Off day dates: If the employee has availed leave on days preceding and succeeding off days, then off days shall be treated as LOP; whether the leave was approved or awaiting approval or unnoticed . Same criteria is applicable for holidays.

On clicking LOP Exempted Button near the LOP count displayed, user shall be able to view the LOP dates responsible for the LOP count; for the corresponding employee.

LOP count displayed does not include dates for which:

• Leave has been applied and approved

• Leave was applied but approval is pending

• Leave was assigned to employee by hierarchy (approved or pending approval)

• LOP was assigned to employee by hierarchy (approved or pending approval)

• LOP was applied (approved or pending approval)

• Leave applied for half day and didn't punch before/after the leave session (This criteria is not considered for LOP count because its addresses in compile-punch module).

LOP applied & approved:

Count of dates for which,

• LOP was applied by the employee (approved or pending approval)

• LOP was assigned to employee by hierarchy (approved or pending approval)

• Leave was applied in any leave type but top-hierarchy approved as LOP

On clicking LOP Approved List Button near the LOP applied & approved count displayed, user shall be able to view the pending and approved LOP leave application(s) responsible for the LOP applied & approved count; for the corresponding employee.

Leave application(s) awaiting approval:

Count of leave dates for which leave the employee was absent but has applied for leave but awaiting approval from top hierarchy. This includes all types of leave applications pending approval, whether applied by employee or assigned to employee.

LOP applied by employee or LOP assigned to employee which are awaiting approval from top-hierarchy are also taken into account.

LOP Exempted:

User can choose to reduce the count of LOPs incurred for employee by exempting LOP. Count of such exempted LOPs are displayed in LOP exempted column.

On clicking LOP Exempted button near the lop exempted count displayed, user shall be able to view LOPs that were exempted for the corresponding employee.

LOP Conversion/Exemption History:

User can choose to reduce the count of LOPs incurred for employee either by exempting the LOP or by converting the LOP to any other leave type. Details of such exemptions and/or conversions are displayed in LOP conversion/exemption history page.

For viewing the LOP conversion/exemption history of an employee, the user need to generate absentees list and click on the respective employee's name. A page shall be displayed following the user click. The page shall include the details such as

1. • Leave description: In case of exemption, text related shall be displayed as "leave description". In case of conversion, leave type to which LOP is converted to shall be displayed as leave description.

   • Date: LOP date for which exemption or conversion has been done to avoid salary deduction.

   • Number of days: Whether LOP has been exempted or converted to full or half day.

2) Exempt/Convert LOP:

User can choose to reduce LOP of employees by exempting the LOP or by converting the LOP to any leave type.

How to exempt LOP?

For performing LOP exemption, user need to follow the steps below.

Step 1: Generate absentees list

Step 2: Click on Exempt / Convert LOP Button near the LOP count for the corresponding employee

Step 3: Select the LOP dates that are to be exempted

Step 4: Select the Exempt LOP button

Step 5: Specify whether exemption is to performed for full day or half day for the selected LOP dates. For this, select Full day or Half day

Step 6: Click Exempt LOP on the Leave type field

Step 7: A confirmation message shall be displayed. Click OK to continue exemption; otherwise click Cancel.

Once LOP exemption is done,

• Exempted LOP date shall be removed from the LOP list

• LOP count shall be reduced

• Exempted LOP count shall be increased

• Exempted LOP date shall be listed in the Exempted LOP list

• Details of exemption shall be displayed in LOP conversion/exemption history

How to convert LOP to other type of leave?

For converting LOP to other leave type, user need to follow the steps below.

Step 1: Generate absentees list

Step 2: Click on or Exempt / Convert LOP Button near the LOP count for the corresponding employee

Step 3: Select the LOP dates that are to be converted to other leave type

Step 4: Select the Change Leave Type on the Leave type field

Step 5: Specify whether conversion is to performed for full day or half day for the selected LOP dates. For this, select the Full day or Half day

Step 6: Click Save button against the corresponding leave type so that the LOPs selected shall be converted to the specified leave.

Step 7: A confirmation message shall be displayed. Click OK to continue conversion process; otherwise click Cancel

Once LOP conversion is done,

• Converted LOP date shall be removed from the LOP list

• LOP count shall be reduced

• Details of conversion shall be displayed in LOP conversion/exemption history

• Leave summary of the employee shall be updated(Count of leave availed and left for the respective leave type shall be updated)

3) Save LOP compilation result:

After generating absentees list, exempting or converting LOP and verifying the resulting LOP count, user can save the compilation details for each department individually. Compilation results are saved to finalise the LOP calculated for each department.

It is recommended to perform LOP compilation for each day; on the next day or the same day itself. In that case, at the end of the month user only need to perform LOP transfer.

Note: User should save LOP compilation result for all departments individually.

4) Transfer compiled information:

After saving the LOP compilation result for each department, if the user is sure about the LOP calculated to employees in all departments, user can transfer the compilation details in-order to get it reflected in Payroll; so that the same shall be taken into account at the time of salary compilation.

Once LOP transfer for the month is performed user shall not be allowed to perform punch compilation, LOP compilation and LOP transfer for the same month again. So, before submitting LOP transfer, strictly verify the punch and LOP details saved for each department carefully.

Note: After performing punch and LOP compilation, and transferring the details, Casual leaves and LOPs calculated for employees will be listed in the leave application page of employees under the heading "Compile Punch" or "Absentees without Notice". Such leaves assigned, will have applied & sanctioned date as the date-of-compilation.