1	REGISTERING IN AND OUT CLOCKINGS Key Lesson
2	LEARNING OBJECTIVES BY THE END OF THIS LESSON, YOU SHOULD KNOW: How to create and remove clockings and results, and understand how the calculation program works. How to enter and remove time group reports for a group of employees. REGISTERING IN AND OUT CLOCKINGS
3	BENEFITS In IFS/Time & Attendance, there are many ways to enter In and Out clockings, such as: Reg time terminals Time Clock Centura and web clients In the Time Card – Day and Time Card – Week windows, you can easily add or change clockings and results. You can also confirm and authorize wage hours. In the Time Group Reporting window, you can easily add clockings or results for multiple employees. REGISTERING IN AND OUT CLOCKINGS
4	BASIC DATA To use IFS/Time & Attendance, you need to set up the following information: Administering Employees Administering Wage Codes Administering Working Hours Schedules Administering Work Hour Rules REGISTERING IN AND OUT CLOCKINGS
5	REGISTER IN AND OUT CLOCKINGS Clockings can be entered several ways: On a clocking terminal or using Time Clock In the Time Card – Day window, using either the Centura or the web interface In the Time Group Reporting window Through an approved request for leave of absence All clockings are automatically processed by a background job. A calculation is made and time results are generated according to the employee’s schedules and rules. REGISTERING IN AND OUT CLOCKINGS
6	FROM CLOCKING TO RESULT REGISTERING IN AND OUT CLOCKINGS
7	REGISTER IN AND OUT CLOCKINGS The Time Card – Day window has multiple functions: It can be used as a complement when In and Out clockings are made on a Reg time terminal. It can be used as the exclusive means of registering In and Out clockings. Corrections of clockings made on Reg time terminals can be performed in the Time Card – Day window. In the Time Card – Day window, you can view one employee and one day at a time. You have access to all employees who are available to your position as defined in the position authority structure. REGISTERING IN AND OUT CLOCKINGS TIME CARD DAY
8	TIME CARD – DAY In the Interval tab, you can enter or update clockings. Clockings are always made in pairs. There must be at least one In and one Out clocking to correctly calculate the day. All clockings must be made with a time type, which specifies the principle that will be used for calculation. Normal: Used for clockings according to schedule, and when flex time is used at the beginning or end of a workday. Overtime Cash/Comp: Used for overtime calculation with cash compensation or compensatory leave. REGISTERING IN AND OUT CLOCKINGS CLOCKINGS
9	TIME CARD – DAY Time types (continued): Switch: Used when adding to the switch balance. Lunch: Used for flex time during the lunch flex interval entered in the day type, and calculated according to the flex day rule. Absence: Used for entering absence periods. Absence is the only time type that requires the manual entry of a wage code. Other time types retrieve wage codes from the day type, compensation schedules, or work-hour rule. REGISTERING IN AND OUT CLOCKINGS CLOCKINGS
10	TIME CARD – DAY You can right-click and then click Corrections to correct existing clockings. This is easier than using the Time Card - Day/Interval tab for this purpose. You can also create new clockings, e.g., missed clockings for lunch breaks, using the Corrections option. REGISTERING IN AND OUT CLOCKINGS CORRECTIONS
11	TIME CARD - DAY In the Result tab, you can view the calculated time results and enter time results manually. If you use the Recalculate right mouse button option, all results will be recalculated according to schedules and rules connected to the employee Manually entered or updated results are deleted when the result is recalculated. Use the Row Protection option “Not Removed at Recalculation” on manually added or corrected rows that should not be removed when the day is recalculated. REGISTERING IN AND OUT CLOCKINGS RESULTS
12	ADMINISTER TIME CARD INFORMATION Some functions in IFS/Time & Attendance are more useful as tools for administration of clockings and results than the Time Card – Day window, both for the employee and the supervisor. Time Group Reporting Time Card – Week REGISTERING IN AND OUT CLOCKINGS
13	TIME GROUP REPORTING The Time Group Reporting window is used mainly by supervisors to register clockings, results, or temporary day types for more than one employee at a time. In this window, you can access employees according to the authority structure. If you add an overlapping clocking, the existing clocking is not changed, and the day is not affected by the group report. In the Remove Time Group Reporting window, you can easily remove clockings or results created with a group report. You can remove a group report for all employees, or only selected ones. REGISTERING IN AND OUT CLOCKINGS
14	TIME CARD – WEEK The Time Card – Week window provides an overview of the intervals, results, and calculation and authorization statuses for a week or a selected period. The employee can use this window to confirm intervals or results. The supervisor can use it to verify that all days are calculated correctly and then to authorize the week/period. From this window, you can go directly to the Time Card – Day window to make the necessary corrections before authorization. You can also right-click and then click Corrections. REGISTERING IN AND OUT CLOCKINGS
15	EXERCISES Creating Clockings and Results Create clockings and results, and learn how the calculation program works Making Corrections Use the Corrections option to add and change clockings and results. Adding and Removing Time Group Reports Enter and remove time group reports for a group of employees. REGISTERING IN AND OUT CLOCKINGS
16	SUMMARY OF EXERCISE WHAT YOU DID Created clockings with different time types Created results manually Added or changed clockings and then recalculated them WHAT YOU LEARNED What methods exist for registering clockings and results in the Time Card – Day window REGISTERING IN AND OUT CLOCKINGS CREATING CLOCKINGS AND RESULTS
17	SUMMARY OF EXERCISE WHAT YOU DID Reported clockings and results for a group of employees in the Time Group Reporting window Removed a group report for one of the employees WHAT YOU LEARNED How to add and remove clockings and results for a group of employees REGISTERING IN AND OUT CLOCKINGS ADDING AND REMOVING TIME GROUP REPORTS
18	SUMMARY OF EXERCISE WHAT YOU DID Added and changed clockings using the Corrections option WHAT YOU LEARNED How to use the Corrections option to change and add clockings and results in the Time Card – Day window REGISTERING IN AND OUT CLOCKINGS MAKE CORRECTIONS
19	SUMMARY OF EXERCISE WHAT YOU DID Created a request for a leave of absence using the web. WHAT YOU LEARNED How to request a leave of absence and what happens in IFS Applications as a result of the absence. REGISTERING IN AND OUT CLOCKINGS LEAVE OF ABSENCE
20	END OF LESSON