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For OT Authorisation

    If Overtime Authorisation is to be used, a holding Shift Category has to be created which is used to record the actual number of hours that an employee has worked. These hours can then be viewed and, if approved, be authorised (or a portion there of) for Payroll purposes. Define the required Shift Categories as follows:

    Define the Holding Shift Category

    The Holding Shift Category is the category where the hours that are actually worked are stored before they are authorised and is also the category that is used when defining the actual Daily Shifts.

     

    To create the holding category, proceed as follows:

    1. In the Browse Shift Categories window, select the Add button. The Update Time Category window will be displayed.

     

    OT-1.png

     

    1. Select the General settings tab and in the Code box type in the numerical code that will be used to identify the particular holding Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    2. In the Description box type in a description of the Shift Category (i.e. OT1 Worked).
    3. Use the Colour select button to select the colour that is to be used to identify the Shift Category. This is used when building up shifts and enables you to see when the different categories start and end.
    4. Select the effect the Shift Category has on the Daily and Payroll Total hours worked column (usually set to 0 until it has been authorised). The options are:
    1. +. The plus sign is selected if the hours in this Shift Category are to be added to the hour’s total.
    2. 0. The zero is selected if the hours in the Shift Category have no effect on the hour’s total.
    3. -. The minus sign is selected if the hours in this Shift Category are to be subtracted from the hour’s total.
    1. If the Shift Category is not to be printed in reports, select the appropriate check box for the report(s) as to where it is to be suppressed.
    2. As this Shift Category is the Holding Shift Category for authorisation, the Requires Authorisation check boxes must not be selected.


    OT-2.png
     

    1. Select the Running Totals settings option and ensure that the Not involved in running Totals select button is selected.
    2. Click on the Ok button to save the new Holding Shift Category and it will now be listed in the Browse Shift Categories window.

      Please Note: When creating Daily Shifts that require Authorisation, these Holding Shift Categories must also be used.

    Define the Authorised Shift Category

    The Authorised Shift Category is the category where the hours that have been authorised to and can then be added to the employee’s payroll hours. 

     

    To create the Authorised Shift Category, proceed as follows:

    1. In the Browse Shift Category window, select the Add button. The Update Time Category window will be displayed.
    2. Select the General settings option and in the Code box type in the numerical code that will be used to identify the particular Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    3. In the Description box type in a description of the Shift Category.
    4. Use the Colour select button to select the colour to be used to identify the Shift Category. This is used when building up shifts and enables you to see when the different categories start and end.
    5. Select the effect the Shift Category has on the Daily and Payroll Total hours worked column (usually set to 0 until it has been authorised). The options are:
      1. +. The plus sign is selected if the hours in this Shift Category are to be added to the hour’s total.
      2. 0. The zero is selected if the hours in the Shift Category have no effect on the hour’s total.
      3. -. The minus sign is selected if the hours in this Shift Category are to be subtracted from the hour’s total.
    1. If the Shift Category is not to be printed in reports, select the appropriate check box for the report(s) as to where it is to be suppressed.


    OT-3.png
     

    1. As this Shift Category is the category for authorised hours that have been worked, the Requires Authorisation check box for the required type of authorisation must be selected (Daily and/or Payroll).
    2. Use the Holding Category select box and select the Shift Category that is to be used to hold the actual hours that are worked (OT1 Worked) and which requires authorisation.
    3. Click on the Running Totals option and ensure that the Not involved in running Totals select button is selected.
    4. Click on the Ok button to save the new Authorised Overtime Category (OT1 Authorised) and it will now be listed in the Browse Shift Categories window.

      Please Note: The User Module is used to view the hours worked and also to Authorise these hours.

      When creating the Daily Shifts where Authorisation is required, a Holding Shift Category must be used.


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    Page last modified 14:25, 30 Jul 2014 by cay-lynne CS Time/TNA Documents > Configuration Module > Shift Time Categories > For OT Authorisation

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