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Using Running Totals / Flexi Time / Time in Lieu


    When running totals are setup to be used on your system it is important to understand what you are seeing when viewing your hours and also how to adjust the total.

    Please note: Your system may be configured slightly differently from the examples below.

     

    CONTENT

    Viewing Running Totals

    Example 1

    The screenshot below shows the Daily Hours for an employee who is using Running Totals (Flexi Time / TIL).

    RunningTotExample.jpg
     

    When viewing Daily and Payroll hours the Running Totals column will appear in Blue.

    In this above example we can see:


     

    On 8 November the employee worked an extra 1.00 hour which is displayed in the  TIL+ column and also the TIL (Total category) has been adjusted from 11.25 to 12.25 (the 1.00 hour has been added).


     

    On 10 November the employee worked 6.25 hours. Thus we can see that he was short 1.25 hours which is displayed in the TIL- column and also the TIL (Total category) has been adjusted from 13.00 to 11.75 (the1.25 hours have been subtracted to make up the required 7.50 hours to be worked).


     

    On 15 November the employee was on Sick leave which is paid leave. Thus 7.50 hours were allocated to the employee as Normal Time and the TIL is not affected.

    Example 2

    In the example below a Time in Lieu leave type has been configured which will automatically adjust the running total for the employee.

    TILLeave.jpg
     

    Not only does the Time in Lieu leave adjust the running total, but the employee is also paid their normal hours for the day.

    Example 3

    In this example there are only two column used for running totals: the total (TIL) and the adjustment column (TIL_Adj).

     

    2ColTILAdjResult.jpg


    Hours in the TIL_Adj column of which the status is Add () will be added to the total (TIL).  Hours in the TIL_Adj column with a Substract status () will be deducted from the total (TIL)

    Manually Adjusting Running Totals Hours

    You can manually edit the employee's Running Total from the User module. The important thing to note however that is you should not edit the Running Total category directly. Rather you should add time to either the Add or Subtract categories.

    For this reason, when editing Daily and Payroll hour’s records, you may not be able to see any of the shift categories which are used for the actual Running Totals.

    Example 4

    In the following example the system makes use of two adjusment column an Add category (TIL+) and a Subtract category (TIL-).

    The procedure to adjust Running Total hours is as follows:

    1. When viewing the Employee’s Daily Hours window, select the Add button and the Update Daily Hours window will be displayed.
    2. Add the required Hours as follows:
      1. To Add hours to the Total Hours: Select the Add category (TIL+), as shown below, and type in the hours to be added.
      2. To Subtract hours from the Total Hours: Select the Subtract category (TIL-) and type in the hours to be subtracted.
    3. Set the Status to Add and for this adjustment to be performed the Approved option must also be selected.

      AdjustTIL.jpg
       
    4. Select Ok to make this adjustment.
    5. After making this adjustment you now need to reprocess the employee's hours from the date of the adjustment onwards to update the running totals.  You can either do a bulk process or you can right-click on the date on which you made the adjustment and select Process All From Here Down. This option will schedule a reprocess of all of the employee hours after the date you have selected.

      ProcessAll.jpg
       

    In the screenshot below we can see that on 18 November 15.25 hours (the value of the Total category of the previous day) has been manually added to the TIL- column (Subtract Category for Running Totals) and has also been subtracted from the TIL Total hours for that day after processing:
     

    AdjustedTIL.jpg

     

    In this example we've effectively reset the running total for the employee from the 18th of November and the TIL column will therefore only display the value of the TIL+ column.

    Example 5

    In the following example the system has been configured to use a single adjustment category.

     

    2ColTIL.jpg

     

    We're going to adjust the total (TIL) on 12 November in the screenshot above.

    1. When viewing the Employee’s Daily Hours window, select the Add button and the Update Daily Hours window will be displayed.
    2. Add the required Hours as follows:
      1. To Add hours to the Total Hours: Select the adjustment category (TIL_Adj), as shown below, and type in the hours to be added. Set the Status to Add.
      2. To Subtract hours from the Total Hours: Select the adjustment category (TIL_Adj) and type in the hours to be subtracted. Select the Status to Subtract.
    3. Select the Approved option.

      Adj2ColTIL.jpg
       
    4. Select Ok to make this adjustment.
    5. After making this adjustment you now need to reprocess the employee's hours from the date of the adjustment onwards to update the running totals.  Remember to re-process any hours following the date on which you made the adjustment using one of the options discussed in Example 1 above.

    Once the hours have been re-processed the result will look as follows:

     

    2ColTILAdjResult.jpg

     

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    Page last modified 13:57, 31 Jan 2012 by Careen CS Time/TNA Documents > User Module > Running Totals / Flexi Time / Time in Lieu > Using Running Totals / Flexi Time / Time in Lieu

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