Resolve timecard exceptions (hourly timecard)

When employees deviate from the expectations configured in your environment, the system generates an exception. Exceptions can be day-based or segment-level. Day-based exceptions (such as short shift or unscheduled) affect the entire day. Segment-level exceptions affect only part of the day.

Although the actual exceptions configured vary by company, the following are the default exceptions.

General punch exceptions

  • Unscheduled — An unscheduled employee punches in.
  • Long Interval — An unusually long time between an in-punch and an out-punch. The rounded time between the punches is used to compute this exception.
  • Punches for breaks reset the interval.
  • If the time between the in-punch and the out-punch is equal to or greater than the long interval, the long exception appears. For example, the long interval is set to 10:00. An employee punches in at 7:00 a.m., and punches out at 4:53 p.m. (15/07 rounds and graces). The rounded interval length is 10:00, so the exception appears on the timecard. In this example, a 4:52 p.m.. out-punch would not trigger the exception.
  • If an employee punches in at 7:00 a.m., punches out at 5:00 p.m., and has an automatic deduction of 1 hour, a total of 9 hours appears in the timecard. The long interval exception does not show. If, however, you edit the punch and perform a "cancel meal deduct," the exception appears.
  • Short Shift — When rounded shift lengths are less than or equal to the short shift.
  • For example, the short shift is set to 6 hours. The in-punch is 7:00 a.m., and the out-punch is 12:45 p.m. (15/07 rounds and graces). The difference between the in-punch and out-punch is 5:45, which triggers the exception. In this example, a person who punches out at 1:08 p.m. would not trigger the exception.

In-punch exceptions

  • Very Early In — Employee punches in before the scheduled start time and at or before this amount. For example, the scheduled start is 7:00 a.m. and the Very Early amount is :30. Punches at 6:30 a.m. and earlier trigger the Very Early exception.
  • Early In — Employee punches in before scheduled start times and at or before this amount. For example, the scheduled start is 7:00 AM and the Early amount is :10. Punches at 6:50 AM and earlier trigger the Very Early exception. (This amount is less than the Very Early In exception.)
  • Late In — Employee punches in after scheduled start times, or at or after the late in amount.
  • Missed In Punch — Employee does not punch in.

Out-punch exceptions

  • Early Out — Employee punches out before scheduled end times.
  • Late Out — Employee punches out after scheduled end times.
  • Very Late Out — Employees punches out after scheduled end times, or at or after the Very Late out amount. For example, the scheduled end is 5:00 PM and the Very Late exception is :30. Punches at 5:30 PM and later trigger the Very Late exception. (This amount is less than the Very Late Out exception.)
  • Missed Out Punch — Employee does not punch out.

The simplest break exceptions are when an employee takes a break longer or shorter than expected. The exceptions are:

  • Short Break
  • Long Break

Total break exceptions are based on the shift length. For example, for shifts of up to 3 hours and 59 minutes, there could be a long total break exception if the total of all breaks in the shift equal 30 minutes or more:

  • Long Total Break
  • Short Total Break

The Break Out of Sequence exception is for a deviation in the order that breaks should be taken, for example, rest, meal, rest.

An absence indicates whether an employee was not at work on a particular day. There are two types of absence:

  • Excused Absence — An absence that was planned and approved.
  • Unexcused Absence — An absence that was not planned and approved.

Both excused and unexcused absences appear as exceptions, highlighted with a red border on the timecard.

  • Core Hours Violation — The amount of time not worked by an employee during assigned core hours. The unworked time is an exception.
  • Holiday Schedule Violation
  • Minimum Days Active Violation
  • Minimum Days Employee Violation
  • Work History Violation — The employee did not meet the set of conditions required to meet prior to a holiday to be eligible for holiday credits.
  • Cancelled Deduction
  • Bonus Applied
  • Invalid Named Duration

Exception indicators

Icons are used as indicators within the timecard to call attention to these exceptions:

The cell is solid red when there is a missed in or out punch.
Action is required for an exception on this day.
When the system generates an exception, the icon is red with a white line near the top. Depending on your configuration, the system might automatically add an auto-resolved paycode to the timecard if an exception occurs because of missing time, such as a late punch or absence.
When a manager marks an exception as reviewed or justifies a missing time exception, the icon color changes to green.
When an employee justifies a missing time exception, the icon color changes to red (with two white lines).
If there is more than one exception, the color reflects the most severe state of all the exceptions, and the white lines are diagonal.
If an absence has been excused, icon is blue with three horizontal lines.
When an exception or punch is system-generated, the icon is purple with one diagonal line and the punch displays in purple.
Holiday exceptions
There is an exception on this day.
Action is required. You need to address an exception. When you tap this icon, only days with exceptions are listed. After all of the exceptions are resolved, the indicator turns blue. Tap the icon to return to the default listing of days.

Absence

The Absence column identifies absence exceptions.

Resolve exceptions

The way that you resolve an exception differs depending on whether you are using the table view or the list view.

Also see Justify or approve missing time exceptions (managers).

To resolve an exception, right-click the cell that contains the exception. The Punch Actions glance opens with the following information:

  • Date — The date of the punch.
  • Time — The punch time.
  • Override — Type of punch
  • Time Zone — The time zone for the punch.
  • Exception — Type of exception.
  • Last Edit Date — The latest date that the punch was edited.
  • Edit Made By — The person who made the latest edit.

Depending on your access rights, you can address the exception from the Punch Action glance. You can:

  • Click Mark as Reviewed to show that you know about the exception, but have decided to take no further action. The color of the exception changes to green and the Mark as Reviewed button changes to Unmark as Reviewed, which you can use if you change your mind.
  • Click Edit to make changes manually. You can change the time of the punch, override the type of punch, or the time zone rule. You can also cancel a deduction.
  • Click Comments to add a comment or note.

When a day includes an exception, the warning indicator displays .

  1. Click the appropriate day.
  2. In the day detail panel, identify the exception and click the More Information icon. Depending on your access rights, you can address the exception as follows:
    • Click Mark as Reviewed to show that you know about the exception, but have decided to take no further action.
    • Click Edit to make changes manually. You can change the time of the punch, override the type of punch, or the time zone rule. You can also cancel a deduction.
    • Click Comments to add a comment or note. After you add a comment or note, the Comments counter below the exception is incremented.

When a day includes an exception, the warning indicator displays .

  1. Tap the appropriate day.
  2. In the day detail panel, identify the exception and tap the More Information icon. Depending on your access rights, you can address the exception as follows:
    • Tap Mark as Reviewed to show that you know about the exception, but have decided to take no further action.
    • Tap Edit to make changes manually. You can change the time of the punch, override the type of punch, or the time zone rule. You can also cancel a deduction.
    • Tap Comments to add a comment or note. After you add a comment or note, the Comments counter below the exception is incremented.