When an employee works overtime, arrives late, leaves early, or is absent, time and pay adjustments (additions and deductions) are created depending on the policies you have configured. To learn about policy configuration, click here.
Once the time and pay adjustments are created, they will appear in the Pending tab within Time and Pay adjustments. As a super admin, you can then take various actions, which are described in this article.
Additions and days in lieu for Overtime
When an employee works overtime, extra hours time and pay adjustments are automatically created, which appear in the Pending tab.
As a super admin, depending on the policies you have setup, you can then take the following actions on the time and pay adjustment:
Assign to Payroll: resulting in an addition to the employee’s salary
Assign to Time off: resulting in days in lieu
Or Reject it (even if the line manager has approved it)
If you decide to Assign to Payroll or Assign to Time off, the time and pay adjustment moves to the Approved tab. Here, you can move it back to the Pending tab or Add it to Time off or Payroll. This additional step allows you to amend your decision before any actions are taken.
Once the extra hours time and pay adjustment is added to Time off it will immediately move to the Processed tab and the additional days will be visible on the employee’s days in lieu allowance. However, if the time and pay adjustment is added to Payroll, it will only move to the Processed tab, once the addition is processed via the Payroll table.
All rejected requests by the HR manager will be in the Rejected section. They can move these 'rejected requests' back to the 'pending stage' if required.
Deductions for late arrivals, early departures, and absent days
When an employee makes an attendance violation (i.e., arrives late, leaves early, or is absent), a time and pay adjustment is also created.
(Point to note: When an employee is absent, you have to first mark them as absent for a time and pay adjustment to be created).
With time and pay adjustments due to attendance violations, super admins can take the following actions:
Assign to Payroll: resulting in a deduction to the employee’s salary
Or Reject
In the case of late arrival and early departure time and pay adjustments, once they are assigned to payroll, super admins can click on the row corresponding to the adjustment and edit the auto-calculated deduction amount.
Then you can Add to the Payroll or continue to edit the amount further. It’s important to note that once you add the time and pay adjustment to payroll you cannot edit it further unless you remove it from payroll first. Once it is added to the payroll it will move to the processed tab, when transactions are submitted within the payroll table.
For Time and Pay adjustments where the deduction amount has been updated, the Approved tab, Processed tab, and rejected tab will show the original amount and the edited amount.
Time and Pay adjustment records:
For a summary of all Time and Pay adjustments in the various stages (Pending, Approved, Processed, and Rejected), you can download an excel file.
By adjusting the filters in the platform, you can ensure that the excel file will display only the required records. More specifically for deductions, where the impact amount has been edited, the excel file will display the original amount and the final edited amount to make it easy to track any edits.