Introduction/Purpose:

The purpose of timesheet regularization is to ensure accurate and consistent recording of employee work hours in situations where there may be discrepancies, missing entries, or incorrect time records in the timesheet system.

Dependency:

Timesheet regularization in HRMS depends on the integration with time and attendance tracking, payroll processing, leave management, project management, compliance, and reporting functionalities.

• Time and Attendance Tracking: Timesheet regularization 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.

• Compliance and Reporting: Timesheet regularization supports compliance with labour laws and regulations. HRMS systems often provide functionalities to track and report on timesheet accuracy, attendance, and leave compliance

How To Navigate:

The navigation to record a Timesheet regularization in the HRMS system typically involves the following steps:

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

Listing:

The Time Sheet Regularization allows users to view all approved & pending requests. The key features of the Employee correction request record listing are included below:

• Re-process: “Reprocess” refers to the action of revisiting and recalculating timesheet data 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 Data: 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.

• Refresh: This option allows the user to refresh all the records

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as Regularized, Unregularized, pending, Approved, Re-review, defaulter, Corrected record, absent (LOP), PL (paid leave ), PL+LOP+absent.

• Filter based on week or month: The user can also filter the record based on the week or the month.

• Colour Filter: In the Color filter the user can view the different types of colour denoting the different categories for example shift hour denoted by white colour, present hours denoted by light green colour.

• Users can also able to view the listing on the right side where the user will able to view the following
  • Total hours: The ‘Total Hours’ field specifies the total number of hours an employee is required to work in an organization within a month.”
    
  • Less hours: “The ‘Less Hours’ field specifies the number of hours that the employee falls short of the required work hours.”
    
  • Sick Days: The “Sick Days” field specifies how many days the employee takes sick leave.
    
  • Personal Days: The “Personal Days” field specifies the number of days an employee takes off for personal reasons, such as family events, personal appointments, or other non-medical absences.
    
  • Paid Leave:  PL can refer to “Paid Leave” in HRMS. It represents the authorized and paid time off granted to employees for various reasons, such as vacation, holidays, or other approved leave types.
    
  • 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.
    
  • Absent: It denotes the status of an employee’s absence from work, indicating that the employee did not report to work as scheduled or was absent without prior authorization.
    
  • WO (Week-Off): The “Week Off’ field specifies the work of day in a week.
    

Recording & Update:

• Approve: “Approve” is an action in the Time Sheet Regularisation to approve or regularize the timesheet. Once the timesheet is regularized, it is locked for further action. For Regularization or approval of the timesheet the user first have to choose an employee or multiple employee and then click on the “Approve button”, After clicking on the approve button Add remark pop will appear.

• Add Remark: “Add Remark” is a field that specifies the comment on the timesheet regularization.

The user can perform the following action in this section:

• Submit: This option allows the user to Submit the above fields. Hence the timesheet is regularized.

Key Notes:

• The user only clicks on the Approve button when the user selects one or more record to regularise or approve the timesheet for the payroll.

• Users can also manually Approve the timesheet one by one for each day.

• In the Time Sheet regularization the user can only view 50 records at a time or the user can change the view of the pages.