Introduction/Purpose:

The purpose of attendance reconciliation in HRMS  is to ensure the accuracy and consistency of employee attendance records. It involves comparing and aligning various sources of attendance data within the HRMS system to identify and resolve any discrepancies or inconsistencies

Dependency:

Attendance reconciliation in HRMS depends on the integration with time and attendance tracking, employee self-service functionality, leave management, payroll processing, reporting and analytics, as well as compliance and audit capabilities.

• Time and Attendance Tracking: Attendance reconciliation relies on accurate time and attendance data captured within the HRMS. This includes the recording of employee clock-in/out times, breaks, and other time-related information. The reconciliation process depends on having reliable and comprehensive attendance data to review and align.

• Employee Self-Service (ESS): Employee self-service functionality plays a crucial role in attendance reconciliation. ESS allows employees to enter their attendance information, apply for leave, or make corrections to their attendance records. The attendance reconciliation process depends on accurate and timely data provided by employees through the self-service portal.

• Leave Management: Attendance reconciliation in HRMS often involves comparing attendance data with approved leave applications. Therefore, it depends on the integration with the leave management module of the HRMS. Accurate and up-to-date leave records are necessary to identify and align employee absences with their attendance records..
  

How To Navigate:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Time and Attendance section which is located on the left side menus on the screen.

• Click on the Attendance reconciliation section which is located in the Transactions under Time and Attendance. After clicking on this link you can navigate to Attendance Reconciliation Listing.

Listing:

• Filter: The user can also filter the record based on the pay period. The user has to choose the pay period from the drop-down menu.

• The user can view the Attendance reconciliation total record at the top of the screen.

• Date Filter: The “Date Filter” allows the user to filter the date based on the week or month.

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as
  • Employee code  
  • Name 
  • Reference number 
  • Designation ( Account manager, Admin manager, Admin Assistant) 
  • Location
  • Employee Type ( Permanent, Intern, Casual, Contract Employee)
  • Attendance Filter(Leave , Correction( Approved , pending ) 
  • absent 
  • leave without pay

• Show all Listing Columns: This option allows the user all the Filter and displays all records on the Listing Page.

• Generate Summary: “Generate summary” typically refers to the process of generating a summarized report or overview of the attendance reconciliation results
  • The user first has to select at least one record from the list; otherwise, the system gives an error: “Please select at least one record.”
  • After selecting an employee, the user clicks on generate a summary, and then the user will be able to generate a summary of that employee.

• Actions: The user will be able to perform the following action in this section:-

• Re-Calculate: “Recalculate” refers to the action of revisiting and recalculating attendance sheets to ensure accuracy and consistency. It involves reviewing and making necessary adjustments to previously recorded or processed timesheet entries.

• Correct Short Hours: “Correct Short Hours” refers to the action of Correcting or Modifying the short hours of an employee based on the shift Hours of an Employee. In this user has to select an employee or multiple employees to revise the full hours to mark present.

• Export Report: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Generate TimeSheet:
  • The user first has to select at least one employee to generate the timesheet for that employee. After selecting an employee, click on Generate Timesheet.
  • The pop-up message will display, “Are you sure you want to generate a timesheet?” and The user will perform the following action in this section:
    • No: This option allows the user to move back to the attendance reconciliation page.
    • Yes, Proceed: This option allows the user to generate a timesheet for the selected user.

• Mark as Absent
  • The user first has to select at least one employee to make an absence for that employee. After selecting an employee, click on the mark as absent.
  • The pop-up message will display, “Are you sure you want to mark as absent?”and The user will perform the following action in this section:
    • No: This option allows the user to move back to the attendance reconciliation page.
    • Yes, Proceed: This option allows the user to mark as absent for the selected user.

• Users can also able to view the listing on the left side where the user will able to view the following
  • WO (Week Off): The “Week Off’ field specifies the work of day in a week.
    
  • H/L: “H/L” typically stands for Hours/Loss. It refers to the calculation of the total hours lost or deducted from an employee’s attendance record during the attendance reconciliation process
    
  • LWP(Leave without Pay ): LWP can stand for “Leave Without Pay” in HRMS. It refers to the authorized period of time when an employee takes a leave of absence from work without receiving regular salary or wages
    
  • L/D:  L/D can refer to “Leave Deduction” in HRMS. It refers to the process of deducting leave hours or days from an employee’s attendance record during the attendance reconciliation process 
    
  • Absence Deduction:  L/D can refer to “Absence Deduction” in HRMS. It refers to the process of deducting the hours or days of an employee’s approved absences from their attendance record during the attendance reconciliation process

• Present Days: It refers to the number of days an employee was present and actively working during a specific period, as determined through the attendance reconciliation process in HRMS

• T/D:- “T/D” typically stands for Total Days. It refers to the total number of working days in a specific period, as determined through the attendance reconciliation process

Note: The user can view time by clicking the timesheet icon which is located on the left side of the screen.

Recording & Update:

• The user can also correct or modify the attendance sheet on clicking the record of any employee. When the user clicks on any record to modify the window will appear.

• In this window, users can correct and modify the attendance sheet and mark present and absent.

• On clicking present or absent the new pop attendance correction will display, The user will able to fill below details
  • First Half: “First Half” Field specifies the employee present or absent in the first half.
  • Second Half: “The Second Half field specifies the employee present or absent in the second half.
  • Change Shift Status: The “Change Shift Status” field specifies the modification of the current status of the shift that is working, week, holiday

The user can perform the following action in this section:

• Submit: This option allows the user to Submit the above fields and based on the updated details the attendance sheet has been corrected successfully

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.