Attendance Module Setup

To set up the attendance setting in HRPro, go to System Manager ⇒  HRPro Setup, Attendance Module Setup. 

The Attendance Module Setup in HRPro is used to configure and customize the attendance management system. This includes setting up parameters for attendance recording, defining rules for clock-in and clock-out times, configuring payroll integration, and establishing how attendance data is imported and processed.

By customizing these settings, HRPro ensures that the attendance system aligns with your company's specific policies and procedures, helping to maintain accurate and efficient attendance records.

General

Attendance Import

• File Format:  The File Format option is used to specify the format of the attendance data files that will be imported into HRPro. This allows you to configure the system to recognize and correctly process different file formats exported from attendance card readers or other attendance tracking systems. 

If you have multiple file formats to import, you can select the appropriate format for each import process using the 1st, 2nd, and 3rd File Format drop-down lists. See Attendance Import for the definition of General Import Formats.

• Ignored Import Period Checking: When turned off, the system will not allow you to import the attendance data other than your selected period. This reduces the risk of importing incorrect or irrelevant data that could cause issues in attendance tracking and reporting.

• Delete existing Period Attendance Records in the database before import: This is used to ensure that any old or outdated attendance records for the specified period are removed before new data is imported. This helps maintain data accuracy and consistency by preventing duplicate or conflicting records.

• Default use Regular hours for In/Out time when importing Attendance Records (No OT): This ensures that when attendance records are imported, the system will automatically use regular working hours for clock-in and clock-out times, without considering any overtime. This is useful for maintaining consistency and simplifying the import process by standardizing the hours recorded.

• Treat In/Out Time before Out Time Cut Off Hour as last day's attendance records when import: When turned on, during attendance import, if Work Out time is less than Out Time Cut Off Hour will be treated as the previous day's attendance. e.g. Work-Out at 02:00 treated as last day attendance work-out time.  See What is "Treat In/Out Time before Check-Out-Cut-Off Hour as last day's attendance records when import"?

• Treat In/Out Time after In Time Cut Off Hour as next day's attendance records when import: When turned on, during attendance import, if Work In time greater than Work In Cut Off Hour will be treated as next day attendance. e.g. Work In at 23:00 is treated as next-day attendance work in time. See What is "Treat In/Out Time after Check-In Cut Off Hour as next day's attendance records when import"?

• Keep Attendance Raw Data: When turned on, the user can check the attendance import raw data by clicking the View Raw Data button in the Attendance Record and can print the Time Records report. However, turning on this option required much more disk space to store the Attendance Raw Data in the SQL server.

Attendance Records

• Attendance Hour Decimal Place: To specify the decimal places for the attendance work hours. 

• Enable Meal Out/In: The system can record the meal time check-out/check-in period when checked. 

• Enable Rest Out/In: When checked, the system can record the rest time check-out/check-in period. Usually, the Rest Period is the period after the meal period and before the book-out time, e.g., the Afternoon tea period.

• Enable Callback In/Out: When checked, the system can record the overtime period which is the overtime work that required the employee to return to the place of employment from an off-duty status.

• Show Card Times: Card Times refers to the actual recorded times when employees use their attendance cards (such as swipe cards, proximity cards, or magnetic stripe cards) to clock in and out. 

• Enable Timesheet without Time Clock Info: To enable the timesheet without time clock info for an individual employee, both Enable Timesheet without Time Clock Info in Attendance Module Setup and the option Timesheet without Time Clock Info in Employee Master, HR Info tab must be turned on. 

• Enable multiple devices per day: When turned on, you can view or edit each device at each clock time on the Attendance Record and use this information to produce the Attendance Report by Device Location.

• Allow Amending Shift Code for Individual Attendance Records: When this option is enabled, users can modify the shift code on each attendance record. This is beneficial for companies where the "Assumed one Employee per Roster" setting (found in Master Setup) is disabled. In such scenarios, a single roster is shared among multiple employees, and the shifts can be amended on the attendance records for individual employees. This means that shifts are determined based on the attendance records rather than the roster table. On the other hand, when this option is disabled, users cannot alter the shift code on individual attendance records, and the shift information for employees will always be sourced from the roster table. (See What is "Allow to amend Shift Code for individual Attendance Record" in Attendance Module Setup).

• Show Status column in the Attendance Record: When turned on, the Attendance Status column will be shown on the Attendance Record.

• Show Leave Remarks column in the Attendance Record: When turned on, the Remarks of the corresponding Leave Entry will be shown on the Attendance Record.

Payroll Integration

• Using Attendance Data for Daily/Hourly Ratre Employee Payroll: When turned off, the number of days or hours in the payroll record will not read from Attendance records but leave them as zero. This option has no effect if Pay Regular Days for Daily Rate Employee or Pay Regular Hours for Hourly Rate Employee (in Payroll Module Setup, Payroll tab) is turned on.

• Treat Absent as No Pay Leave Deduction for Monthly Paid Employees: When checked, the No Pay Leave Deduction for Payroll will automatically be calculated based on the Absent Status of the Attendance Records. (See How to Determine No Pay Leave Deduction?)

• Treat Absent as No Pay Leave Deduction for Daily/Hourly Paid Employees: When checked, the No Pay Leave Deduction for Payroll will automatically be calculated based on the Absent Status of the Attendance Records. (See How to Determine No Pay Leave Deduction?) This option is only good for Pay Regular Days for Daily Rate Employee or Pay Regular Hours for Hourly Rate Employee (in Payroll Module Setup, Payroll tab) is turned on.

• OT Pay Calculation based on Attendance Records: The options are

  1. No - Do not use Attendance Data for OT Pay Calculation. This is the option for OT Pay required Overtime Compensation Application workflow.

  2. Yes. Pay at Month-End Payroll Batch - When checked, the OT Pay for Month-End Payroll will automatically be accumulated based on OT minutes in Attendance Records within the same period.

  3. Yes. Pay at Mid-Month Payroll Batch - When checked, the OT Pay for Mid-Month Payroll will automatically be accumulated based on OT minutes in Attendance Records within the same period.

  4. Yes. Pay at Both Mid-Month and Month-End Payroll Batch- When checked, the OT Pay will be automatically accumulated for both the Mid-Month and Month-End Payroll based on OT minutes in Attendance Records within the same period.

Time Correction Request Approval

• Time Correction Request Approval Action is final: If unchecked and the Approval Workflow is by Level, the approval action in the Time Correction Request will be by Level according to the workflow status of the requests. Otherwise, the approval action is final for the Time Correction Request. (i.e. will approve or reject the request immediately). 

• Disable Email Notification for Time Correction Request: If turned on, no email notification will be sent out when approving or rejecting the requests in the Time Correction Request Approval.  

• Allow Mass Approval: If it is turned on, Mass Approval is available in the Time Correction Request Approval. 

• Maximum Number of past periods to display in Time Correction Request: It controls how many past periods to load the Time Correction Requests. If you have a large volume of Time Correction Requests, limiting the period can improve the loading performance of the Requests.  

Other Settings

• Enable Attendance Data for Minimum Wage Calculation: When turned on, HRPro sums the Worked Hours in that Payroll Period of the employee from the attendance records to calculate the Minimum Wage. If Enable Attendance Data for Minimum Wage Calculation is turned off, HRPro sums the Worked Hours from the payroll record to calculate the Minimum Wage. See How HRPro Supports Minimum Wage Ordinance?

• Attendance Update for unposted payroll periods only: When checked, only the Attendance Records that the period is not within the periods of the posted payroll batches are allowed to perform the Attendance Update.

Attendance Period

Attendance Period is the period to cover when calculating OT and Late Deduction as well as the Worked Hours for that payroll period.

When the offset is defined,  the Attendance Period is the X days of the normal calendar period. E.g. offset is -10, The end date of the Attendance Period is 10 days before the normal calendar month's end. 

The attendance Period can change only when there are no Attendance Records exists. 

You can also define Attendance Period in Global Working Hours and Roster Table if you wish to have multiple Attendance Periods per company.