Time Editor

This displays the Pay Period rule that was current at the end of the pay period.

• Using the back arrow or select list, select the period for the adjustment. Note that prior periods will only start to populate from the time of the upgrade (v15.0.01 or higher) and users will not be able to use the Retrospective Time functionality on dates prior to the upgrade. Additionally, dates included in the transaction's .csv file that are from Pay Periods prior to the upgrade will be rejected.
• When in a prior Pay Period, the forward arrow will be active so that the user can move forward through Pay Period.
• To cancel the Retrospective Time mode, use the select list or the forward arrow to select the current period.
• Note that each time a prior Pay Period is selected, the temporary / working files for the Retrospective Time calculation are flushed and replaced with the data for the period selected. This means that if the user makes changes to the time and navigates away from the employee or to another period,
• the changes they have made will be lost.
• The adjusted time will not be editable or able to be deleted once it has been posted.

 

This is the day and date of the week that corresponds with the employee time transactions.

This refers to the time the employee started work for a shift.

If this time is changed and saved, the system will automatically recalculate the hours based on the Daily and Pay Period Rules.

This displays exception codes to indicate that the time entered by the employee does not match the rostered times or locations for starting work as setup for the employee.

• This information also appears on the Punch Detail Report.
• Employees can be selected based on exception occurrences using the Advanced Search option.

Code	Description
?	The employee has not entered a Start or End Time.
E	The employee has entered a Start or End Time that is earlier than the Rostered Start or End Time for that particular shift.
L	The employee has entered a Start or End Time that is later than the Rostered Start or End Time for that particular shift, or the employee has taken a long meal break.
U	Un-Rostered. The employee was not rostered to work on this day.
G	A generic or special roster has been used. A roster such as this might be created, e.g. to cater for special worked day.
S	Short Meal. The employee took a short meal break. This would be relevant only when a time clock is used and the employee clocks out and in for their lunch break.
I	Long Interval. The time entry indicates that the employee has worked an extremely long number of hours in one session.
A	Automatically punched out. If the employee goes home without clocking out for time clocks only and returns to clock in the next day, the system adds a punch out time according to the control file record.
O	Out of Pay Period. This record does not come within the current pay period. It will not be included in the totals or transferred to the payroll.
1 to 7	The level code for this employee has been manually altered.

 

This is the time the employee finished work for a shift.

If this time is changed and saved, the system will automatically recalculate the hours based on the Daily and Pay Period Rules.

This displays exception codes to indicate that the time entered by the employee does not match the rostered times or locations for starting work as setup for the employee.

• This information also appears on the Punch Detail Report.
• Employees can be selected based on exception occurrences using the Advanced Search option.

Code	Description
?	The employee has not entered a Start or End Time.
E	The employee has entered a Start or End Time that is earlier than the Rostered Start or End Time for that particular shift.
L	The employee has entered a Start or End Time that is later than the Rostered Start or End Time for that particular shift, or the employee has taken a long meal break.
U	Un-Rostered. The employee was not rostered to work on this day.
G	A generic or special roster has been used. A roster such as this might be created, e.g. to cater for special worked day.
S	Short Meal. The employee took a short meal break. This would be relevant only when a time clock is used and the employee clocks out and in for their lunch break.
I	Long Interval. The time entry indicates that the employee has worked an extremely long number of hours in one session.
A	Automatically punched out. If the employee goes home without clocking out for time clocks only and returns to clock in the next day, the system adds a punch out time according to the control file record.
O	Out of Pay Period. This record does not come within the current pay period. It will not be included in the totals or transferred to the payroll.
1 to 7	The level code for this employee has been manually altered.

 

This is the number of hours worked by the employee during their shifts.

• This automatically calculated from the Start and Finish times, minus any period of time automatically deducted as a result of meal/break setup in the Daily Rules.
• The Hours Worked can be displayed either in Hours and minutes 7:30 or in decimal format 7.50 depending on how configured in the initial setup.
• This format is set in Timekeeper at system level.
• If a new or changed value is entered it will override any calculated value.

 

This is the number of hours that the employee is rostered to work on this day, if rostered.

• It is possible to show rostered time for employee who are rostered to work in the pay period but don't have any times recorded in Time Editor.
• This is controlled by the In Time Editor Display Scheduled Time when Absent field is set to Y on the Configuration window.
• The Punch Detail Reportwill show the absent employees listing with scheduled in the In and Out fields.

 

This refers to the type of hours worked.

• Leave the field blank to have the system determine the Time Code the employees is to receive for this period of time.
• The Time Code will be allocated based on the Daily Rule and Pay Period Rule configuration for the employee.
• If *MULTI - is displayed, this indicates that override Time Codes have been entered on the drilldown window for this entry. These values will override any automatically generated codes and values.
• If the Time Code field is modified on this window, the Override field will display 'T'.
• If the Time Code value is removed , the 'T' value must also be removed from the Override field.

 

This indicates the status of the time segment. It will highlight that something has been entered that is outside the roster.

Code	Description
1	First lunch deduction cancelled
2	Second lunch deduction cancelled
3	Third lunch deduction cancelled
4	Fourth lunch deduction cancelled
Y	All lunch deductions cancelled
N	Lunch deduction was cancelled (was flagged Y), but is now restored
A	Indicated the record requires approval
M	The difference between the in punch on this time record and the out
B	The difference between the in punch on this time record and the out punch on the previous record qualified as a punched break, and will be treated accordingly.
$	There is a monetary adjustment associated with the time record.
C	There is a comment entered on the time record.
O	Indicates that the record falls outside the current pay period.
S	Indicates that the days were scheduled to be worked by the employee.

 

The check box is used to approve the record for payment, when selected, the Approved By and Approval Level fields are populated.

• Although flagged as Approved, the actual approval depends on the Approval Level required for the time record and the Approval Level for the user carrying out the approval.
• If approved by a user with a level = or > the security level for the Time Code, the record is passed to the payroll when saved. Otherwise, it will not be passed to Payroll.
• Untick the box to disapprove the record. The Approval Level will revert to '0' and Approved by will revert to 'blank'.

 

This contains a value from '0' to '9'.

• '0' will display to indicate that the record is unapproved.
• When saved, this field is updated with the approval level of the person who did the approval.
• The security levels are applied to a user and to the Time Codes setup in Time Code Maintenance with a range of '0' to '9'.

 

This displays the username of the person who did the approval.

This is updated when the record is saved.

This displays the code to indicate information about a particular punch or set of punches.

Code	Description
1	First automatic deduction cancelled
2	Second automatic deduction cancelled
3	Third automatic deduction cancelled
4	Fourth automatic deduction cancelled
Y	All automatic deductions cancelled
N	Automatic deduction was cancelled, but is now restored
A	Automatic deductions or additions were applied to this time record
M	The difference between the in punch on this time record and the out punch on the previous record qualifies as a punched meal and will be treated accordingly.
B	The difference between the in punch and this time record and the out punch on the previous record qualifies as a punched break and will be treated accordingly.
$	There is a monetary adjustment associated with the time record
C	There is a comment entered on the time record
F	A Forced OT transaction was applied to the time record

 

This displays the Daily Rule used in calculating the hours for this transaction.

• The Daily Rule determines the overtime, rounding, meal/break, premium, and holiday rules that apply for the transaction.
• The field will be initially populated with the Daily Rule assigned to the employee in their Time Management Details record, and can be overridden by selecting another Daily Rule.

 

This refers to the shift that the time record is to be assigned to.

The employee's Home Shift setup on theirTime Detailsrecord will be used as the default.

Identify whether Meal or Break rules are to be applied when calculating this punch.

Code	Description
B	(Break) Use Break Rules when calculating this time record.
M	(Meal) Use Meal Rules when calculating this time record.

 

This is used to cancel an automatic meal/ break deduction.

Code	Description
1, 2, 3 or 4	Cancel the corresponding meal or bread deduction.
Y	Cancel all automatic meal or break deductions.
N	Force automatic meal or break deduction if it was previously cancelled.

 

This is used to define which punches are transfers.

This can also be used to indicate that this is a time record and force the hours to be entered.

This is useful when processing CALL-IN time codes.

Code	Description
B	Both In and Out punches are transfers. No rostered rounding occurs.
I	In punch is a transfer punch. No rostered rounding occurs.
O	Out punch is a transfer punch. No rostered rounding occurs.
T	This is a Time record. The hours worked and the time have been manually entered.

 

Select the overriding cost level (i.e. Company), if required.

Select the overriding cost level, if required.

Select the overriding cost level, if required.

Select the overriding cost level, if required.

Select the overriding cost level, if required.

Select the overriding cost level, if required.

Select the overriding cost level, if required.

Comments about the transaction can be entered.

At the foot of the window, the following information is displayed.

This is used to display rounded times. This rounding is done according to the Daily Rules.

• The button may be toggled between Rounded Times and Entered Times.
• When Rounded Times are displayed, the Start Time and End Time cannot be changed.

 

Employee time records generally consist of punch pairs an in punch and an out punch, that define a time interval. As punches come in the system will pair these punches into logical time records depending on the date and time of each punch.

• Occasionally, it may be necessary to add individual punches to cater for situations such as an employee missing an In or Out Punch.
• When a punch is inserted, the system will reprocess the prior and all subsequent punches and attempt to reform valid pairs.
• Insert Punch allows the user to enter the Date and Time of a punch and indicate if to transfer the punch.
• Override values for Levels 1 to 7, Time Code, Daily Rule, Shift, and Comment can be entered for each punch.
  Example:

  If an employee forgets to punch in at the beginning of a shift but does punch out at the end, a supervisor can insert the in punch for the employee allowing the correct pairing of punches.

 

When information about the Insert Punch has been entered, select Run Process.

 

 This option allows for the deletion of individual punches.

When a punch is deleted, the system will reprocess the prior and all subsequent punches, and attempt to reform valid pairs.

• Both in and Out punches can be deleted.
• The date and time for the punch must match exactly to the date and time of the punch on the Time Editor window or an error message will be returned and no punch will be deleted.

 When information about the Delete Punch has been entered select Run Process.

When completed the punch will be deleted and all other punches for the employee will be realigned in pairs.

 

This option is used to insert a check mark into every time segment that is not already approved.

All selected time is marked as approved and saved.

Although flagged as approved the actual approval depends on the Approval Level required for the time record and the Approval level for the user carrying out the approval.

This button is available when in Retrospective Time mode.

• This button enables the user to make necessary adjustment to the record/s.
• The following message is displayed when the 'Create Adjustments' button is clicked: "Adjustments will be created and posted to the current period, Time History will be updated. Do you wish to continue?" If the user selects the 'Yes' option, the time will be posted to the current period and the screen will show the recalculated time as well as the hours that had been entered / punched for the current period.

 

This button is available when in Retrospective Time mode as navigating away to make changes to Allowances will cause any time adjustments to be lost.

• When clicked, an Allowances popup window displays any allowances that were part of the prior period (or blank if there was none). The user can make any adjustments required and then click Save to add those adjustments to the prior period window.
• The adjustments made on the Allowances popup window will be posted to the current period when the 'Create Adjustments' button is clicked.

 

The Tracker On/Off toggle button is only available to the Support Team as a tool that outputs the values, including decision jumps to other rules, for each rule processed in order to more readily asses output errors associated with various interpretation scenarios.

This button initiates the same processes that occur when a transaction/s is saved. The rules used to calculate the times will be output to a spool file which are accessed through the Console and printed if necessary.

Program Control option TRACK, Positions 14 must be set to Y and positions 20 to 29 is used to enter the Preceda User ID for this button to become available.

 

Drill-down on a record to access the Time Editor record.

The drill-down allows the Breakdown of Hours for a day into different Time Codes.

• Up to 49 Time Codes can be viewed in this Breakdown of Hours.

• If only one Time Code exists on the record, the changed value will be displayed on the main window after the record is saved.
• If there is more than one record after changes, the Time Code on the main window record will be displayed as *MULT and the Override field will change to display a record to indicate the presence of the transaction.
• If the Time Code field is modified on the drill down window, the Override field will display a 'T'.
• If it is decided that the changes made on this widow are to be discarded, remove the value from the Override field.
• This drill-down window's grid can hold up to 30 lines.
• Transactions that have been created by the Pay Period Rule Realignment Process will be flagged with method R - Pay Period Realignment here and on the Reverse Retro Adjustments screen. When you drill down on these records, you should see the same Method along with the Username who ran the realignment function as well as the date and time it was run. You should also see if it is the Retro Reversal entry or the Retro New Entry.