Overview
When you are adding your employees to Talexio, you will need to determine which employees will utilise the Time & Attendance module. You can read more about adding employees and creating their positions. These settings can be changed at any point by amending the employee position.
Permissions
You need to ensure that you have the Manage employment position history permission as well as the View/Manage All employee data permission.
Enabling Time & Attendance
To enable Time & Attendance on an employee's profile:
- Go to the employee's profile, click on the Employment tab and click the edit icon for the relevant position history.
- Then, go to the Time & Attendance tab and toggle on the Enable Time & Attendance switch.
Here, you will see other Time & Attendance settings that can be enabled:
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Enable Time & Attendance
This setting specifies that this employee, for the duration of this position, will be included in the Time & Attendance module. If this switch is disabled, the employee will not show up in drop-downs within the T&A module.
If you have a clocking device, once this setting is enabled, the employee will be created on the clocking device from Talexio. The employee should not be created on the device directly. -
Hide from approval step
This setting can be used when you have employees who will be using the Time & Attendance module, but will not need their clockings to be approved. The employee will be hidden from the Review & Approve section.
Basic hours in the payroll will be based on the fixed weekly hours of the employee's Job Schedule and Overtime hours in the payroll will need to be added manually in the payroll.
The employee will still be able to make clockings and be added to the Working Schedule. -
Default all clocked hours as basic
This setting specifies that for this employee, all clockings made will be assigned as Basic hours by default, even if the hours clocked exceed the shift duration. More information on this feature can be found here.
Should you wish to give the employee Overtime hours, this would be amended in the Review & Approve section. -
Use approved Basic hours in payroll
If you have the Payroll module, Talexio can take hours approved in Time & Attendance as Basic hours and include them in the payslips of the employees. More information on how it affects payroll is explained here.
If you do not enable Use approved Basic hours in payroll, the Basic hours in the payroll will be based on the fixed weekly hours of the employee's Job Schedule. -
Use approved Overtime hours in payroll
If you have the Payroll module, Talexio can take hours approved in Time & Attendance as Overtime hours and include them in the payslips of the employees. More information on how it affects payroll is explained here.
If you do not enable Use approved Overtime hours in payroll, the Overtime hours in the payroll will need to be added manually in the payroll. -
Clocks out for break
This setting is used to show whether the employee clocks out for a break or not. If they do not, the unpaid break portion of their clockings will be deducted in the Review & Approve section. -
Basic and Overtime rules
When the system compares the clockings made to the shifts published there are options available to you to preset how Basic and Overtime hours should automatically be apportioned.- When Use shift time to determine basic and overtime is selected, the system will apportion the hours on a shift-by-shift basis. This setting does not take into consideration the weekly fixed hours amount and will continue to apportion the hours based only on the shift information.
For example, if the shift duration is 8 hours and an employee clocks 9 hours, the system will automatically apportion this as 8 hours basic and 1 hour of overtime. - When Use shift time to determine basic and overtime within job schedule limits is selected, the system will apportion the hours on a shift-by-shift basis. However, when the employee reaches the weekly fixed hours amount, all hours will then be apportioned as Overtime since the weekly Basic Hour requirement has been met.
For example, if the shift duration is 8 hours and an employee clocks 9 hours, the system will automatically apportion this as 8 hours basic and 1 hour of overtime. If the approved basic hours of the week reach the weekly fixed hours amount, the hours to be approved will then all be apportioned as overtime. - When Use job schedule fixed weekly hours to determine basic and overtime is selected, the system will first apportion all hours as Basic regardless of the shift duration. However, when the employee reaches the weekly fixed hours amount for that week, the remaining hours will then be apportioned as Overtime since the weekly Basic Hour requirement has been met.
For example, if the first shift duration is 8 hours and an employee clocks 9 hours, the system will automatically apportion this as 9 hours basic and 0 hours of overtime. However, when the employee reaches the weekly fixed hours amount for that week, the remaining hours will then be apportioned as Overtime since the weekly Basic Hour requirement has been met.
- When Use shift time to determine basic and overtime is selected, the system will apportion the hours on a shift-by-shift basis. This setting does not take into consideration the weekly fixed hours amount and will continue to apportion the hours based only on the shift information.
Updating employee Time & Attendance settings in bulk
The settings mentioned above can be updated on employee positions in bulk.
The Basic and Overtime rules setting cannot be updated in bulk and must be selected by going to the specific employee position.
To update the settings in bulk:
- From the People list, click on the 3 dot menu and click on Manage T&A.
- In the box that is presented, you will select the settings that you wish to apply to the employees selected from the list. You will also specify with the toggle if these settings should apply to all the selected employees' positions or current positions only.
- Click on the Apply button to apply the settings chosen.