Each morning, a certification manager should review the action list in Timeplan in order to minimise the workload before checking and closing the pay period, as well as in order to keep track of additional expenses as much as possible.
Not everyone can certify hours in Timeplan. Usually only department managers and their superiors have this authority.
All stamp deviations outside your allowed limit will be added to the action list automatically where they must be handled.
In the top left menu you can see how many actions need to be handled. In the example above, the person has four actions to deal with.
The next step is to select which cost centre to certify hours for. You can select one or more. You can select a date range as well as errors to fix or a history of approved and failed certifications. Once you are satisfied with your choices, press View.
You will then see a list of all actions per employee in alphabetical order.
There are a number of different errors that end up in the action list and below are a few examples. The department manager determines whether an action is to be approved or rejected and all deviations must be reported by the employee.
In the example above, you can see that the employee has clocked in without there being a work shift at that time. You can see the stamps on the left and a list of debited accounts in the middle.
Another common example is an employee who has worked beyond their scheduled shift. In the example below, you can see that the shift was from 6 AM to 3 PM, and the employee clocked in at 6 AM, which is correct, but then the person clocked out at 17:00 PM with the deviation code Overtime. It is now up to the certification manager to determine whether or not the extra 2 hours were officially count and whether or not the employee should be paid for the overtime and if so, how.
To the right, there is a drop-down menu with the following options:
Hourly/Extra employees (working only with money)
- Unmanaged – No decision has been made and this period will not be included in the salary calculation unless something is done before then.
- Approved – The person in charge approves the time stamps and the period is counted for the employee.
- Not approved – The person in charge does not accept the time stamp and the period will not be included in the salary calculation.
Monthly employees (working with both time and money)
- Unmanaged – No decision has been made and this period will not be included in the salary calculation unless something is done before then.
- Approved time – Approve the time, pay out the extra hours worked on time.
- Approved Money – Approve the time, pay out the extra worked time as time.
- Not approved – The person in charge does not accept the time stamp and the period will not be included in the salary calculation.
It is not recommended to simply reject a time stamp. You should click on View day and read your messages and try to find out what has happened in order to be able to approve the time stamp, otherwise you will be leaving the employee without pay for their extra hours for the days they have actually worked extra hours.
NOTE: The choices that appear in the action list depend on how your Timeplan has been configured and vary from customer to customer.