Attendance & Time Management

Interact HRMS Time Management Module Overview

The Time Management module in Interact HRMS offers a comprehensive solution for managing employee work hours, overtime, and timesheets, providing organizations with flexible tools for tracking time accurately and efficiently. With options to create Work Calendars, define Standard Work Hours, and set Overtime Rules, the module supports a wide range of time-tracking needs. Timesheets can be manually entered, uploaded in various formats (XLS or CSV), imported from biometric devices, or loaded from third-party applications. Additionally, this module includes powerful workflow capabilities to manage the review, approval, and posting of timesheets to payroll, ensuring compliance and accuracy.

This module is ideal for organizations that need flexible and robust time management tools to track employee attendance, manage exceptions, and ensure timely payroll processing. By supporting multiple types of timesheets, handling complex time-tracking scenarios, and providing advanced correction tools, the Time Management module simplifies time administration, enhances payroll accuracy, and supports comprehensive reporting.

Creation of Work Calendars and Definition of Standard Work Hours

The Time Management module allows organizations to set up Work Calendars and define Standard Work Hours, providing a structured foundation for time tracking. Work calendars specify regular workdays, holidays, and rest days, ensuring that time tracking aligns with organizational schedules. Standard work hours define the expected hours employees are required to work each day, forming the basis for calculating regular and overtime hours.

For example, an organization can create a Monday-to-Friday work calendar with standard work hours from 9 a.m. to 5 p.m. This setup enables accurate tracking of employee attendance and ensures that any hours worked outside these times are flagged for overtime, supporting compliance with labor policies.

Configurable Overtime Rules

The module includes options for defining Overtime Rules based on organizational requirements, such as double time, time and a half, or other custom overtime calculations. Overtime can be set to apply after specific hours each day or week, allowing flexibility to align with company policies or regional regulations.

For instance, an organization may define overtime as 1.5x regular pay for hours worked beyond 40 hours per week. By configuring overtime rules, organizations ensure that additional hours are compensated accurately, supporting fair labor practices and compliance with local labor laws.

Flexible Timesheet Types for Various Needs

The Time Management module supports a wide variety of Timesheet Types, allowing organizations to select the format that best suits their operational needs. These timesheets can be customized to track different types of labor distribution, project hours, leave hours, and more. Available timesheet types include:

• Summary Timesheet: Provides an overview of total hours worked.
• Labor Distribution Timesheets: Tracks labor allocation to specific activities or WBS (Work Breakdown Structure) codes, with or without associated activities.
• Project-Based Labor Distribution Timesheet: Tracks time spent on various projects, supporting project-based costing.
• Weekly Leave and Timesheet: Combines weekly timesheets with leave hours, allowing for a holistic view of employee availability.
• Functional Timesheets: Configurable for specific functions or roles within the organization.

Each timesheet type provides a unique structure for tracking time, ensuring that organizations can capture the details relevant to their operational and project needs.

Automated Timesheet Approval Process

The module includes a Workflow-Based Approval Process that manages the review, editing, and approval of timesheets before they are posted to payroll. Supervisors, project heads, and department heads can review timesheets, verify their accuracy, and approve them through a structured workflow. This automated approval process reduces manual work, ensures compliance, and maintains data integrity across payroll.

For example, a timesheet may pass through several levels of approval, from the employee’s direct supervisor to the department manager, before reaching payroll. This structured process supports accountability, minimizes errors, and ensures that only approved timesheets are included in payroll calculations.

Comprehensive Timesheet Review and Editing Tools

Supervisors and managers have access to detailed timesheet review and editing tools, allowing them to view raw data for Clock-In and Clock-Out Transactions, identify exceptions, and make necessary adjustments. Available tools include:

• Employee Time Cards: Shows individual employee time cards with clock-in and clock-out records.
• Time Card Summary and Detail: Provides a summary or detailed view of time cards, enabling managers to verify attendance data.
• Project-Based Timesheet: Allows managers to review time allocated to specific projects.
• Manual Timesheet Entry: Enables manual adjustments to timesheets, if needed.

By providing supervisors and managers with detailed timesheet tools, the module supports accurate time tracking and ensures that any adjustments are documented in an audit trail.

Exception Handling for Clock-In/Clock-Out Transactions

The module highlights Exceptions in timesheets, such as missing clock-ins, duplicate transactions, or transactions on rest days, using color-coding to draw attention to potential issues. This feature allows managers to address discrepancies promptly, ensuring that all timesheets accurately reflect employee attendance and work hours.

For example, if an employee forgets to clock out at the end of a shift, the module will flag this as an exception. Managers can then make the necessary adjustments, ensuring that the timesheet is accurate and ready for payroll processing.

Powerful Tools for Timesheet Corrections and Adjustments

To handle discrepancies identified after payroll processing or changes occurring after the payroll cutoff date, the Time Management module includes additional tools for Timesheet Corrections and Adjustments. These tools enable managers to correct previous timesheets, adjust for missed hours, and recalculate payroll impacts. Key correction tools include:

• Previous Pay Period Absent Hours Adjustment: Adjusts for absent hours that were not captured in the previous pay period.
• Previous Pay Period Adjustment Timesheet: Allows for corrections to previous timesheets.
• Revised Past Timesheet: Updates and revises past timesheets as needed.

These tools ensure that all timesheet data is accurate, even if adjustments are made after initial processing, and that payroll accurately reflects the final hours worked.

Integrated Timesheet Posting to Payroll

The Time Management module is fully integrated with Payroll, allowing approved timesheets to be posted directly to payroll for accurate payment processing. This integration ensures that regular hours, overtime, and adjustments are all captured accurately in payroll calculations. By eliminating the need for manual data transfer, this integration reduces errors, saves time, and ensures timely payroll processing.

For example, once timesheets are approved, they are automatically transferred to payroll, where regular and overtime hours are calculated according to the defined rules. This seamless process supports efficient payroll management and ensures accurate employee compensation.

Detailed Audit Trails for Timesheet Changes

The module includes a detailed Audit Trail that tracks all changes made to timesheets, including who made each change and when. This feature enhances transparency and accountability, ensuring that any edits to timesheet data are documented for future reference.

For instance, if a supervisor corrects an employee’s clock-in time, the audit trail will record this adjustment, providing a clear record of changes. This functionality supports compliance with audit requirements and ensures that timesheet data remains accurate and trustworthy.

Real-Time Reporting and Analytics for Time Management

The Time Management module includes reporting and analytics capabilities, enabling HR, payroll, and managers to monitor time-tracking data, analyze labor distribution, and evaluate overtime trends. Reports can be generated by employee, department, project, or pay period, providing insights into workforce productivity and cost allocation.

For example, a report on overtime hours by department can help identify potential understaffing issues, allowing management to adjust resources accordingly. These insights support data-driven decision-making, enabling organizations to optimize labor costs and enhance operational efficiency.

Summary: Interact HRMS Time Management

The Interact HRMS Time Management module offers a flexible and robust solution for managing employee time, attendance, and payroll integration. Key benefits include:

1. Work Calendar and Standard Hours Setup: Define work calendars and standard hours to ensure accurate tracking of regular and overtime hours.
2. Configurable Overtime Rules: Set custom overtime rules based on organizational needs or regional regulations.
3. Flexible Timesheet Types: Choose from a wide variety of timesheet types to meet different operational needs, such as project-based or labor distribution timesheets.
4. Automated Approval Workflow: Use workflow-based approvals to manage timesheet reviews and ensure compliance with payroll requirements.
5. Comprehensive Timesheet Review Tools: Provide supervisors and managers with detailed tools to review, edit, and approve timesheets.
6. Exception Handling for Clock-In/Clock-Out: Identify and address exceptions, such as missing or duplicate transactions, for accurate time tracking.
7. Timesheet Correction and Adjustment Tools: Correct past timesheets and make necessary adjustments to ensure accurate payroll.
8. Integration with Payroll for Seamless Processing: Post approved timesheets directly to payroll, ensuring timely and accurate compensation.
9. Detailed Audit Trail: Track changes to timesheets with an audit trail, enhancing transparency and compliance.
10. Real-Time Reporting and Analytics: Generate reports on time-tracking data, labor distribution, and overtime for better workforce planning.

By combining these features, the Time Management module enables organizations to manage time-tracking efficiently, ensure accurate payroll processing, and support compliance with time and attendance policies. This structured approach reduces administrative workload, enhances transparency, and optimizes workforce management, helping organizations maintain productivity and control labor costs effectively.