Introduction

This article provides an overview of the grace period and rounding policy features available in the Attendance Configuration page.

OT GRACE PERIOD AND ROUNDING POLICY  

1. Grace Period (Without Rounding)

This setting allows admin to define when the OT hours are to be displayed in the Attendance Record/Timesheet/Reports. The Actual Hours are still computed based on actual clock time.

• If OT grace period is set to 000 minutes, the system will display the OT hours once employees worked beyond their scheduled hours per day 

• If the OT grace period is set to 015 minutes, the system will display the OT hours once employees' OT exceeds 15 minutes. The OT hours displayed will be the actual OT employee worked.

Example 1:

OT Grace Period = 000 minutes; Work Time = 0900 - 1800; OT Policy = Std Time

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1830.

Expected Result: The OT2 will display as 0.30 hour (18 minutes) 

Example 2:

OT Grace Period = 030 minutes; Work Time = 0900 - 1800; OT Policy = Std Time

On 1 July 2020, the employee clocks in at 0912 and clocks out at 1830. On 02 July 2020, the employee clocks in at 0850 and clocks out at 1850.

Expected Result: The OT2 will display as 0.00 hour for 01 July 2020, and the OT2 will display as 1.00 hour for 02 July 2020.

 

2. Rounding Policy (Without Grace Period)

This setting allows admin to define if the OT hours per day displayed in Attendance Record/Timesheet/Reports are to be rounded up/down. The Actual Hours are still computed based on actual clock time. 

• If rounding policy is set to round up OT to the nearest 00 minutes per day, no rounding will be applied to the OT hours.
• If the rounding policy is set to round down OT to the nearest 30 minutes per day, the system will round down the OT hours to the nearest 30 minutes. 

Example 1:

Round Up OT to the nearest 00 minutes per day; Work Time = 0900 - 1800; OT Policy = Std Time

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1830.

Expected Result: The OT2 will display as 0.30 hours (18 minutes).

Example 2:

Round Up OT to the nearest 30 minutes per day; Work Time = 0900 - 1800; OT Policy = Std Time

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1830.

Expected Result: The OT2 will display as 0.50 hours (30 minutes) instead of 0.30 hours (18 minutes) due to the rounding.

Example 3:

Round Down OT to the nearest 20 minutes per day; Work Time = 0900 - 1800; OT Policy = Std Time

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1830.

Expected Result: The OT2 will display as 0.00 hour instead of 0.30 hour (18 minutes) due to the rounding.

 

3. Grace Period and Rounding

If both grace period and rounding are set in the configuration page, the system will check against the grace period first, before applying the rounding.

Example 1:

OT Grace Period = 030 minutes; Round Up OT to the nearest 10 minutes per day; Work Time = 0900 - 1800; OT Policy = Std Time

On 01 July 2020, the employee clocks in at 0910 and clocks out at 1813.

Expected Result: The OT2 will reflect as 0.00 hour as it is within the grace period.

Example 2:

OT Grace Period = 015 minutes; Round Up OT to the nearest 15 minutes per day; Work Time = 0900 - 1800; OT Policy = Std Time 

On 01 July 2020, the employee clocks in at 0910 and clocks out at 1833.

Expected Result: The OT2 will reflect as 0.50 hours (30 minutes) instead of 0.38 hours (23 minutes) due to the rounding.

 

LATENESS GRACE PERIOD AND ROUNDING POLICY

1. Grace Period (Without Rounding)

This setting allows admin to define if there is any grace period given to the employees if the clock in is done after the standard start time. The lateness hours are only for reporting purposes and displayed only in Reports. The Actual Hours are still computed based on actual clock time.

• If the lateness grace period is set to 00 minutes, the system will display the lateness hour once the employees clocked in after their Standard Start Time.
• If the lateness grace period is set to 15 minutes, the system will display the lateness hour only if employees clocks in more than 15 minutes after their Standard Start Time.

Example 1:

Clocking Policy = Single Clocking; Lateness Grace Period = 00 minutes; Work Time = 0900 - 1800; Break Time = 60 minutes

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1815.

Expected Result: The lateness will display as 0.20 hour (12 minutes).

Example 2:

Clocking Policy = Single Clocking; Lateness Grace Period = 15 minutes; Work Time = 0900 - 1800; Break Time = 60 minutes

On 01 July 2020, the employee clocks in at 0912 and clocks out at 1815.

On 02 July 2020, the employee clocks in at 0918 and clocks out at 1800.

Expected Result: The lateness will display as 0.00 hour for 01 July 2020, and the lateness will display as 0.30 hour (18 minutes) for 02 Jul 2020.

Example 3:

Clocking Policy = Multiple Clocking; Lateness Grace Period = 00 minutes; Work Time = 0900 - 1800; Break Time = 60 minutes

On 02 July 2020, the employee has 2 sets of clock in/out. 1st Clock In at 0912 and 1st Clock Out at 1315. Subsequently, 2nd Clock In at 1430 and 2nd Clock Out at 1845. 

• For the 1st set of clocking, the system will base on Standard Start Time against 1st Clock In Time to determine the lateness.
• For the 2nd set of clocking, the system will consider the Break Time and Last Clock Out Time to determine the next Start Time and lateness.
• Break Time is 60 minutes, employee's Last Clock Out is 1315. Thus, the employee's subsequent start time is 1415 (Last Clock Out + Break Time) 

In Reports, the sum of lateness hours from both clocking will be displayed for 02 July. 

Expected Result: The lateness will reflect as 0.45 hour (27 minutes) where 12 minutes from 1st Clock In and 15 minutes from 2nd Clock In 

Example 4:

Clocking Policy = Multiple Clocking; Lateness Grace Period = 15 minutes; Work Time = 0900 - 1800; Break Time = 60 minutes

On 03 July 2020, the employee has 2 sets of clock in/out. 1st Clock In at 0912 and 1st Clock Out at 1315. Subsequently, 2nd Clock In at 1430 and 2nd Clock Out at 1845.

• For the 1st set of clocking, the system will base on Standard Start Time against 1st Clock In Time to determine the lateness.
• For the 2nd set of clocking, the system will consider the Break Time and Last Clock Out Time to determine the next Start Time and lateness.
• Break Time is 60 minutes, employee's Last Clock Out is 1315. Thus, the employee's subsequent start time is 1415 (Last Clock Out + Break Time)

In Reports, the sum of lateness hours from both clocking will be displayed for 03 July.

Expected Result: The lateness will reflect as 0.25 hour (15 minutes) where 0 minutes from 1st Clock In and 15 minutes from 2nd Clock In

 

2. Rounding Policy (Without Grace Period)

This setting allows the administrator to define if the lateness hours per day displayed in Reports is to be rounded up/down.

• If rounding policy is set to round up lateness to the nearest 00 minutes per day, there will be no rounding applied to the lateness if employees clock in after their Standard Start Time.
• If the rounding policy is set to round down lateness to the nearest 30 minutes per day, the system will round down the lateness to the nearest 30 minutes before displaying in Reports.

Example 1:

Clocking Policy = Single Clocking; Round Up lateness to the nearest 00 minutes per day; Work Time = 0900 - 1800; Break Time = 60 minutes

On 04 June 2020, the employee clocks in at 0905 and clocks out at 1830.

Expected Result: The lateness will reflect as 0.08 hours (5 minutes).

Example 2:

Clocking Policy = Single Clocking; Round Up lateness to the nearest 15 minutes per day; Work Time = 0900 - 1800; Break Time = 60 minutes

On 05 June 2020, the employee clocks in at 0905 and clocks out at 1830.

Expected Result: The lateness will reflect as 0.25 hour (15 minutes) instead of 0.08 hour (5 minutes) due to the rounding

Example 3:

Clocking Policy = Multiple Clocking; Round Down lateness to the nearest 00 minutes per day; Work Time = 0900 - 1800; Break Time = 60 minutes

On 06 June 2020, the employee has 2 sets of clock in/out. 1st Clock In at 0910 and 1st Clock Out at 1330. Subsequently, 2nd Clock In at 1440 and 2nd Clock Out at 1845. 

• For the 1st set of clocking, the system will base on Standard Start Time against 1st Clock In Time to determine the lateness.
• For the 2nd set of clocking, the system will consider the Break Time and Last Clock Out Time to determine the next Start Time and lateness.
• Break Time is 60 minutes, the employee's Last Clock Out is 1330. Thus, the employee's subsequent start time is 1430 (Last Clock Out + Break Time)

In Reports, the sum of lateness hours from both clocking will be displayed for 06 Jun. 

Expected Result: The lateness will reflect as 0.33 hour (20 minutes) where 10 minutes from 1st Clock In and 10 minutes from 2nd Clock In. 

Example 4:

Clocking Policy = Multiple Clocking; Round Down lateness to the nearest 10 minutes per day; Work Time = 0900 - 1800; Break Time = 60 minutes

On 07 June 2020, the employee has 2 sets of clock in/out. 1st Clock In at 0908 and 1st Clock Out at 1330. Subsequently, 2nd Clock In at 1445 and 2nd Clock Out at 1845.

• For the 1st set of clocking, the system will base on Standard Start Time against 1st Clock In Time to determine the lateness.
• For the 2nd set of clocking, the system will consider the Break Time and Last Clock Out Time to determine the next Start Time and lateness.
• Break Time is 60 minutes, the employee's Last Clock Out is 1330. Thus, the employee's subsequent start time is 1430 (Last Clock Out + Break Time)

In Reports, the sum of lateness hours from both clocking will be displayed for 07 June. 

Expected Result: The lateness will reflect as 0.17 hour (10 minutes) where 0 minutes from 1st Clock In and 10 minutes from 2nd Clock In.

 

3. Grace Period and Rounding

If both grace period and rounding are set in the configuration page, the system will check the grace period setting first, before applying the rounding. If the value exceeds the grace period, only then will rounding be applied.

Example 1:

Clocking Policy = Single Clocking; Lateness Grace Period = 15 minutes; Round-Up lateness to the nearest 10 minutes per day

Work Time = 0900 - 1800; Break Time = 60 minutes

On 04 June 2020, the employee clocks in at 0910 and clocks out at 1813.

Expected Result: The lateness will reflect as 0.00 hour as it is within the grace period.

Example 2:

Clocking Policy = Single Clocking; Lateness Grace Period = 10 minutes; Round-Up lateness to the nearest 15 minutes per day

Work Time = 0900 - 1800; Break Time = 60 minutes

On 04 June 2020, the employee clocks in at 0918 and clocks out at 1833.

Expected Result: The lateness will reflect as 0.50 hours (30 minutes) instead of 0.30 hours (18 minutes) due to the rounding.

 

UNDER HOURS AND ROUNDING POLICY

1. Grace Period (Without Rounding) 

This setting allows admin to define if there is any grace period given to the employees if the clock out is done before Standard End Time. The under hours is only for reporting purposes and displayed only in Reports. The Actual Hours are still computed based on actual clock time. 

• If under hour grace period is set to 00 minutes, the system will display the under hour once the employees clocks out before their Standard End Time.
• If under hour grace period is set to 15 minutes, the system will display the under hour only if employees clocks out more than 15 minutes before their Standard End Time

Example 1:

Under Hour Grace Period = 00 minutes; Work Time = 0900 - 1800

On 04 June 2020, the employee clocks in at 0850 and clocks out at 1750.

Expected Result: The under hours will display as 0.17 hour (10 minutes).

Example 2:

Under Hour Grace Period = 15 minutes; Work Time = 0900 - 1800 On 04 Jun 2018, the employee clocks in at 0855 and clocks out at 1755.

On 05 June 2020, the employee clocks in at 0900 and clocks out at 1742.

Expected Result: The under hours will display as 0.00 hour for 04 June 2020, and the under hours will display as 0.30 hour (18 minutes) for 05 June 2020.

 

2. Rounding Policy (Without Grace Period)

This setting allows the administrator to define if the under hours per day displayed in Reports is to be rounded up/down.

• If rounding policy is set to round up under hours to the nearest 00 minutes per day, there will be no rounding applied to the under hours if employees clock out before their Standard End Time.
• If rounding policy is set to round down under hours to the nearest 30 minutes per day, system will round down the under hours to the nearest 30 minutes before displaying in Reports.

Example 1:

Round-Up under hours to the nearest 00 minutes; Work Time = 0900 - 1800

On 04 June 2020, the employee clocks in at 0905 and clocks out at 1755.

Expected Result: The under hours will reflect as 0.08 hours (5 minutes).

Example 2:

Round-Up under hours to the nearest 10 minutes; Work Time = 0900 - 1800

On 05 June 2020, employee clocks in at 0840 clocks out at 1747.

Expected Result: The under hours will reflect as 0.33 hour (20 minutes) instead of 0.22 hour (13 minutes) due to the rounding.

Example 3:

Round Down under hours to the nearest 05 minutes; Work Time = 0900 - 1800

On 06 June 2020, employee clocks in at 0840 clocks out at 1746.

Expected Result: The under hours will reflect as 0.17 hour (10 minutes) instead of 0.23 hour (14 minutes) due to the rounding.

 

3. Grace Period and Rounding

If both grace period and rounding are set in the configuration page, the system will check the grace period setting first, before applying the rounding. If the value exceeds the grace period, only then will rounding be applied. 

Example 1:

Under Hour Grace Period = 15 minutes; Round-Up under hours to the nearest 10 minutes per day; Work Time = 0900 - 1800

On 04 June 2020, the employee clocks in at 0910 and clocks out at 1748.

Expected Result: The under hours will reflect as 0.00 hour as it is within the grace period.

Example 2:

Under Hour Grace Period = 15 minutes; Round Down under hours to the nearest 15 minutes per day; Work Time = 0900 - 1800

On 04 June 2020, the employee clocks in at 0830 and clocks out at 1740.

Expected Result: The lateness will reflect as 0.25 hours (15 minutes) instead of 0.33 hours (20 minutes) due to the rounding.