Each pay period has an attendance grid: one row per employee with the days worked, absences, tardiness, undertime, overtime, night hours and holidays that the payroll is computed from. This guide shows how to fill it by hand or from the time log.
Before you start
- The pay periods must exist. On Attendance, use Create periods (see Creating pay periods).
- Owner / Management users and payroll officers can change the grid. Other roles can see it.
Open a period's grid
- Open Attendance. The page Payroll periods and attendance lists each pay group's periods; the current one is marked current.
- Click the period's dates.
The card Holidays in this period lists the holidays that fall in it: nationwide ones, and regional or local ones where your employees work.
Fill the grid from the time log
If your employees clock in on Sahora or you import biometric files, let Sahora add up the punches.
- On the period's grid, click Review the time log totals.
- Look at Needs a look before using the totals first. It lists days with a missing or unpaired punch, no punches on a workday, or a note. Fix what you can through corrections (see Missing punches and corrections); the card shows how many corrections are still waiting.
- Check the Totals table and, below it, each employee's days.
- Under Use these totals, click Fill the attendance grid and confirm.
Only employees with punches are replaced. Employees without punches keep their rows as they are. You can still change the grid afterwards.
How the time log is counted
- A day marked "missing punch" counts as neither worked nor absent until a correction is approved.
- Extra time after the shift is shown but isn't paid until overtime is approved.
- Tardiness and undertime are counted separately.
- Employees on an executive shift aren't tracked: each workday counts as worked in full, with no lates, undertime or absences.
Days with a missed break punch
If your company tracks breaks, a day with a missed or out-of-order break punch shows a flag. If the employee did take the scheduled break, click Accept scheduled break on that day instead of asking for a correction. You can't accept your own day. Undo acceptance reverses it.
Enter or change attendance by hand
- Type the figures in each employee's row: Days worked (daily-paid), Absences (monthly-paid), Tardiness min, Undertime min, OT hrs, Night diff hrs and the rest. Point at a column heading to see what it means.
- Click More on a row for holiday and rest day work, unworked special days, and notes.
- Click Save attendance.
New rows start with each employee's holiday counts filled in. Change them for anyone not eligible for that holiday's pay.
To bring in a timesheet instead, use Import from Excel on the same page (see Importing your data). Download as Excel gives you the grid as a file.
What can go wrong
- "Some rows have problems (highlighted). Nothing was saved." Fix the highlighted cells and save again.
- "This period is locked." The period's payroll was approved. Corrections go through an adjustment in the next payroll run (see Adjustment runs and back pay).
- "No punches in this period yet." There is nothing to fill from the time log. Enter the grid by hand or import the device's file first.
Good to know
- Once the payroll is approved, the period's attendance can't be changed. An owner can reopen it only by unlocking the payroll; see Unlocking a payroll.
- Approved leave and approved official business days are counted from the requests. See Leave, overtime and official business.