Step 7 - Leave, Overtime and Shorttime

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Step 7 - Leave, Overtime and Shorttime

tog_minus        Leave

In the Belina Time Control module there is need also to process leave for the purpose of making sure that the employees are not short paid if they  are absent from work due to sick or normal leave e.t.c.

In order to process the leave go to Process then 'Leave' see picture below.

Leave_Processing_01

Select the employee by clicking on the employees name and then click on 'Select' see picture below.

Leave_Processing_02

The 'Insert Employee Leave Records' window comes out. See picture below

Leave_Processing_03

Select the Leave type that you want to process for the employee e.g. Sick Leave.  See picture below.

Leave_Processing_04

Type in the days that days that you want to process in the "Total Days" field.  Please note: when typing in the days for normal leave make sure you include weekends and public holidays if you use the 30 days annual leave entitlement

Leave_Processing_05

Select the Start date for the Leave Duration you are processing. The system will automatically insert the End date basing on the start date and the the number of days being processed. See picture below. The system is flexible enough that you can change the end date if the one that has been inserted automatically does not meet your requirements. Click Insert set when you are done with setting up the days.

Leave_Processing_06

The days immediately appear in the table to show that they have been recorded. See Picture below.  You will need to run the calculation routine for the days to appear on the Time Cards.

Leave_Processing_07

If you have made a mistake you can change or delete the leave entry. If you are done with the changes and you do not wish to continue click 'Close' to exit the 'Insert Employee Leave Records' . See picture below

Leave_Processing_08

tog_minus        Overtime

Time worked after and before shift hours is normally considered as overtime. For overtime to be processed onto the payslip it needs to be authorised first. To authorise overtime you need to go to Process then  Time card Input  then 'By Employee'. See picture below.

Process_Overtime_01

When the 'Select Employee to View Time Card' window comes out select the employee by clicking on the employees name then click on 'Select'. See picture below.

Process_Overtime_02

When the 'Time Card' has been displayed, select the date with the overtime that you want to authorise and click the elipse button.

Time Card Columns Explained Explained:

   

Name of Column

Purpose

Date

Shows the date on which the clocking was done

Slot

Displays the name of the slot or shift (If the slot is a shift)

Start Time

Displays the start of the slot

End Time

Displays the end time of the slot

Start Time Actual

Displays the employee’s actual check in time

End Time Actual

Displays the employee’s actual check out time

Start Time Use

Displays the employee’s actual check in time

End Time Use

Displays the employee’s actual check out time

Type

Displays the source of the checkin or check out. They could be from the clock or manually entered (Adjusted) or system generated e.g  Leave and clockings for public holidays.

Deducted Break

Shows the amount of minutes being deducted as break

Hours worked

Displays the amount of time worked between the Start Time and End Time of a shift

Extra Time

Shows the total time worked between the employees Actual Check In time and the Start Time of the shift plus the total Time worked between the Shift End Time and the employee’s Actual Check Out time.

Overtime Worked

Shows the amount of time worked after the shift or the total amount of time worked after and before the shift(if Early ClockIn is allowed)

Overtime Authorised

Shows the overtime that have been authourised for the purposes of payment.

Overtime Balance

This displays the amount of overtime that have been left unauthorized.

Leave Type

Displays the kind of leave the employee would have applied for e.g. Normal, Sick, Maternity e.t.c

Leave Duration

Displays the number of days that been taken as leave

Breaks

Displays the total amount of time spent on breaks. The time interval between the Break In and break Out is the break duration. Please note that you need to have separate clock function keys setup for that to work.

Breaks ST

Breaks ST (Breaks Short Time) It displays the difference between the actual time spent by the employee on a break and the scheduled break duration.

 

 

See Picture below.

Process_Overtime_03

On the 'Update Overtime Authorisation' window check on the amount of overtime reflected and then decide on how much you want to authorise. See picture below.

Process_Overtime_04

Type in the comment if you need to (Its optional). Type in the amount of hours that you want to authorise in the 'Post Authorised Duration' field. See Picture below. Please note that, you can only adjust by reducing the hours displayed. If there is need to increase the hours shown then first you have to do a manual adjustment of the Check Out or Check In time.

Process_Overtime_05

After authorisation the hours authorised appear under the 'Overtime Authorised' column. The other hours or minutes that were not authorised appear under the 'Overtime Balance' column.

Process_Overtime_06

When you are done with making changes on the time card use the arrow keys to move the next employee or just click close.