Each day/week, a manager or administrator should review the action list in Timeplan in order to minimize the workload before checking and closing for the pay period, as well as 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 deviation codes that cost the company money or are outside of your limit will show up in the approvals list where they need to be handled.
In the top left menu you can see how many actions need to be handled. As the example picture you can see that there is 10 handlings that needs to be done.
The next step is to select which department to approve 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 registrations. 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 approvals 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 time registration is missing, the employee has not clocked in or out that date.
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 5 PM with the deviation code Overtime. It is now up to the administrator to determine whether or not the extra 2 hours were officially counted and whether or not the employee should be paid for the overtime and if so - with money or time.
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 registration. 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 registration, 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 configurated and vary from customer to customer.