Setting Up Lateness and Undertime

Modified on Tue, 6 Aug at 4:23 PM

This guide will provide instructions on how to record employee lateness and early out durations, ensuring precise calculation of deductions (penalties) when integrated with payroll.

Configuring Lateness

1. Navigate to Company > Company Settings.

2. Scroll down to the Work Week section.

3. Add a new Work Week setting or edit an existing one. Set the "Allow late clock in?" option to Anytime.

4. Select the Enable Lateness calculation option, enter the Lateness Tolerance in minutes, and assign a default Lateness Pay Item to record the Lateness penalty.

Configuring Undertime

1. Navigate to Company > Company Settings.

2. Scroll down to the Work Week section.

3. Add a new Work Week setting or edit an existing one. Set the "Allow early clock out?" option to Anytime.

4. Select the Enable Undertime calculation option, enter the Undertime Tolerance in minutes, and assign a default Undertime Pay Item.

Important: The Undertime calculation is only applicable to the following work week settings:

Fixed Start End Time
Fixed Daily Working Hours with Scheduled Shift
Fixed Daily Working Hours with no Fixed Start and End Time

The Lateness and Undertime columns will appear in the following pages:

My Approval Records
All Records
All Time Attendance Data

For more details on the calculation process, please review the example calculations for Lateness and Undertime provided below.

Lateness:

Fixed Start and End Time

Fixed Daily Working Hours with no Fixed Start and End Time

Fixed Daily Working Hours with Scheduled Shift

Flexible Daily Working Hours with Scheduled Shift

An employee will be considered late if their clock-in time exceeds the tolerance and is matched against their working schedule.

Not applicable to employees with Fixed Daily Working Hours that do not have a fixed start and end time.

An employee will be considered late if their clock-in time exceeds the tolerance and matches their scheduled shift.

If the scheduled shift has not been published yet, lateness will not be counted.

An employee will be considered late if their clock-in time exceeds the tolerance and matches their scheduled shift.

If the scheduled shift has not been published yet, lateness will not be counted.

Example:

Working schedule: "Monday to Friday, 9 to 6pm."
If Tolerance Lateness is 0:
- Clocking in at 9:01am will be considered 1 minute late.
If Tolerance Lateness is 15 minutes:
- Clocking in at 9:15am will not be considered late.
- Clocking in at 9:16am will be considered 16 minutes late.

Example:

Published Shift: "Wednesday to Friday, 9 to 6pm."
If Tolerance Lateness of 0:
- Clocking in at 9:01am will be considered 1 minute late.
If Tolerance Lateness of 15 minutes:
- Clocking in at 9:15am will not be considered late.
- Clocking in at 9:16am will be considered 16 minutes late.

Example:

Published Shift: "Wednesday to Friday, 9 to 6pm."
If Tolerance Lateness of 0:
- Clocking in at 9:01am will be considered 1 minute late.
If Tolerance Lateness of 15 minutes:
- Clocking in at 9:15am will not be considered late.
- Clocking in at 9:16am will be considered 16 minutes late.

Undertime:

Fixed Start and End Time

Fixed Daily Working Hours with no Fixed Start and End Time

Fixed Daily Working Hours with Scheduled Shift

Flexible Daily Working Hours with Scheduled Shift

When the total hours worked by employees are less than those specified in the working schedule.

When the total hours worked by employees in a day are less than the required hours set in the Work Week.

When the total hours worked by employees are less than the hours specified in the Work Week.

Not applicable to employees with Flexible Daily Working Hours and Scheduled Shifts, who do not have fixed daily working hours.

Example:

Working schedule: "Monday to Friday, 9 to 6pm."
With a Tolerance Undertime of 0:
- If the employee clocks out at 5:59pm, it will be considered 1 minute of undertime.
With a Tolerance Undertime of 15 minutes:
- If the employee clocks out at 5:45pm, it will not be considered undertime, as it is 15 minutes before the end of the working hours.
- If the employee clocks out at 5:44pm, it will be considered 16 minutes of undertime.

Example:

Start and end time is flexible.
Daily working hours based on the Work Week setting are set to 8 hours.
With a Tolerance Undertime of 0:
- If the employee's total clocked hours in a day are 7 hours and 58 minutes, it will be considered 2 minutes of undertime.
With a Tolerance Undertime of 15 minutes:
- If the employee's total clocked hours in a day are 7 hours and 45 minutes, it will not be considered undertime.
- If the employee's total clocked hours in a day are 7 hours and 46 minutes, it will be considered 14 minutes of undertime.

Example:

Published scheduled shift: "Wednesday to Friday, 9 to 6pm."
With a Tolerance Undertime of 0:
- If the employee clocks out at 5:59pm, it will be considered 1 minute of undertime.
With a Tolerance Undertime of 15 minutes:
- If the employee clocks out at 5:45pm, it will not be considered undertime, as it is within 15 minutes of the end of the shift.
- If the employee clocks out at 5:44pm, it will be considered 16 minutes of undertime.

Related guidelines:

Managing Timesheet Pay Type List

Creating Overtime Planning for Employees

Viewing Scheduled Overtime as an Employee