This article describes how to report your deviations through Time reporting in the Timeplan app.
People who have scheduled working hours but who do not clock in/out or register all their hours in Timeplan can use this type of time reporting. It is an easy way for officials, for example, to only report deviations from regular working hours, such as overtime or absence in connection with their shift.
Deviation reporting in our mobile app will make it easier for both the employee and the administrator to adjust the employee’s hours. A brief description of how it works is provided below!
Select the correct pay period
Under Time reporting on the left-hand menu of the app, there is a view of the employee's schedule during the current salary period. The employee selects the current salary period from a dropdown list in order to see the correct month.
This dropdown list shows the salary periods for the past six months, sorted by most recent.
The open salary period you select will be displayed automatically between the start and end dates or for the whole month as shown in the picture.
The selected salary period will then be loaded automatically and a calendar will be displayed. The calendar is displayed from the first day of the pay period to the last.
Register deviations in the calendar
If an employee wants to register a deviation from regular working hours, they click on the desired day in the calendar and then a dialogue box will appear for that particular day. At the top, you can see the date, scheduled work shift and the department that the employee works at.
This is where they choose what kind of deviation they want to register and it is possible to register up to two deviation codes per day. The deviation is added either at the beginning or at the end of the shift. If the employee wants to register two different deviation codes for a certain day, they must put one at the beginning and one at the end of the shift.
The employee chooses which deviation they want to register in the menu (all your deviation codes, from which your employees can choose from and which are registered in your Timeplan, can be found here) and then registers the number of hours and minutes. After that, the employee has to save and will be returned to the calendar view. 
NB! You can only select deviation codes linked to your collective agreement. The choices you will get here are deviation codes associated with:
Late IN and Early OUT
Early IN and Late OUT
Absence WHOLE day
Late IN, early out and Absence WHOLE day
Clarification of marked days
Green marking – Indicates that work on this day is according to schedule,
no deviations
Yellow marking – Indicates that overtime has been added to the work shift here
Red marking – Indicates that an absence code has been registered on this day
In case there is overtime but also absence on a certain day, this day will be marked with a red line.
Pay period summary
Below the calendar there is a summary of the month and its deviations in hours. Hours worked, absence (per deviation code) and overtime are summed up for the period. Overall, the total of all hours is displayed.
Submitting and locking a period
At the bottom of the page there is the button “Sign and lock period”. You can lock a period only when there are seven days or fewer left in the selected pay period, i.e. it should not be possible to approve the period before it ends.
When the employee presses the button, the following message is displayed: Härmed intygar jag på heder och samvete att uppgifterna överensstämmer med verkligheten. Uppgifterna skickas in och kan inte ångras. (I hereby solemnly declare that the information is true. The information is submitted and cannot be withdrawn.)
Once the employee has clicked on the button and approved, the period is then locked.
The employee can still click on the respective day of the month to get information but cannot make any changes. The deviations are now transferred and time stamps are created in the administrator interface in Timeplan.
In case whole-day absence is posted by an administrator
If an administrator has registered full-time absence for an employee under “Stamps and balances” in Timepan, the entire day will be locked and cannot be changed by the employee. In these cases, the absence code and shift hours are displayed, but cannot be changed.
If part-time absence is entered in Timeplan instead, this part-time absence must appear directly under the shift, but the employee can then add deviations for all other hours.
FAQ
If the manager has registered full-time absence in Timeplan (for example, on the “Stamps and balances” page), the entire day is locked and cannot be changed by the employee. In that case, the absence code and shift hours are displayed, but cannot be changed.
If the manager has entered part-time absence in Timeplan, this part-time absence must appear directly under the shift, and the employee can add deviations for other hours as usual. Today's hours should therefore work as usual, the only difference being the information about part-time absence.
In order for deviation reporting to work, a pay period must be added to the month in which reporting is to take place. Therefore, you have to create it in advance and you have to choose to check it in order to activate it.
Only days with work shifts will be displayed for deviation reporting. Employees get the same codes that you get from within the system, except for those for “no shift” because there is no reporting for off-schedule days.
Where do I see if an employee has failed to submit their timesheet on time?
On the home page of your Timeplan there is an overview widget and here you can see how many employees have submitted their timesheets on time and how many have failed to do so. See the example below.