Introduction

This article discusses the definition of each attendance hours and the factors the system considers with the calculation.

Actual hours – is the total hours the employee worked from the time he/she clocked in until he/she clocked out.

OT1 is applicable for working on PH

OT2 is applicable for working OT on normal workday or working on Off Day.

OT3 is applicable for working on Rest Day.

Lateness – the value derived if the employee clocked in later than the Standard Start Time.

Under hours – the value derived if the employee clocked out earlier than the Standard End Time.

 

Actual Hours (Attendance Record / Timesheet / Reports)

Factors to consider:

1. Check if Single or Multiple Clocking setting is enabled
2. Check if Ignore clock in before start time or clock out after end time setting is enabled
3. Check Break Time configuration if to deduct or not
4. Check if any Leave application
5. Check if the day falls on Public Holiday & Policy is Paid one-day or Given Off In Lieu 

If factors (2) & (3) are NOT met, 

Actual Hours = Last Clock Out – First Clock In OR 

Actual Hours = (1st Clock Out - 1st Clock In) + (2nd Clock In - 2nd Clock Out) 

 

If factors (2) & (3) are met, 

Actual Hours = Last Clock Out – Shift Start Time – Break Time OR 

Actual Hours = Shift End Time – First Clock In – Break Time 

 

If factor (4) is met, 

Actual Hours = Hour Per Day (Full Day Leave) OR Roster Standard Hours  

Actual Hours = Hour Per Half Day (Half Day Leave) OR Roster Standard Hours / 2 

 

If factor (5) is met, 

Actual Hours = Standard Hours 

 

OT1 Hours (Attendance Record / Timesheet / Reports)

Factors to consider:

1. Check if the day is Working Day or Public Holiday
2. Check if any clock in and clock out timings
3. Check PH Policy (if the day falls on Public Holiday) 
4. Check if Ignore negative hours setting is enabled 

Day falls on Working day,  

If Hours Worked < Std Hours AND criteria (4) is met, OT1 = Actual Hours – Std Hours 

If Hours Worked < Std Hours AND criteria (4) is NOT met, OT1 = 0.00 

 

Day falls on Public Holiday (Treat as Working Day) 

No in/out OR Actual Hours < Std Hours AND criteria (4) is NOT met, OT1 = Actual Hours - Std Hours 

No in/out OR Actual Hours < Std Hours AND criteria (4) is met, OT1 = 0.00 

 

Day falls on Public Holiday (Paid One Day) 

Actual Hours <= Std Hours, OT1 = Std Hours 

 

OT2 Hours (Attendance Record / Timesheet / Reports)

Factors to consider:

1. Check if the day is Working Day / Off Day / Rest Day / Public Holiday
2. Check if any clock in and clock out timings
3. Check OT Policy per employee
4. Check OT threshold period (if Weekly OT)
5. Check if any OT grace period setting enabled
6. Check if any OT rounding setting enabled

Day falls on Working day (End Time) 

If last out after shift end time AND factors (5) & (6) are NOT met, OT2 = Last Clock Out – End Time 

If last out before shift end time AND factors (5) & (6) are NOT met, OT2 = 0.00 

If last out after shift end time AND factor (5) is met, OT2 = 0.00 OR OT2 = Last Clock Out – End Time 

If last out after shift end time AND factor (5) is met, OT2 = Last Clock Out – End Time rounded up/down 

 

Day falls on Working day (Std Time) 

If Actual Hours < Std Hours AND  factors (5) & (6) are NOT met, OT2 = 0.00 

If Actual Hours > Std Hours AND  factors (5) & (6) are NOT met, OT2 = Actual Hours – Std Hours 

If Actual Hours > Std Hours AND factor (5) is met, OT2 = 0.00 OR OT2 = Actual Hours – Std Hours 

If Actual Hours > Std Hours AND factor (5) is met, OT2 = Actual Hours – Std Hours rounded up/down 

 

Day falls on Working day (Weekly)  

If Accumulated Hours < Threshold, OT2 = 0.00 

If Accumulated Hours > Threshold, OT2 = Accumulated Hours - Threshold 

Please note:  OFF & REST won’t be added to accumulated hours 

 

Day falls on Off Day 

If in/out exists AND factors (5) & (6) are NOT met, OT2 = Actual Hours 

If in/out exists AND factor (5) is met, OT2 = 0.00 OR OT2 = Actual Hours 

If in/out exists AND factor (6) is met, OT2 = Actual Hours rounded up/down 

 

Day falls on Public Holiday / Rest Day 

If in/out exists AND OT1 hours > Std Hours AND factors (5) & (6) are NOT met, OT2 = Excess Hours 

If in/out exists AND OT1 hours > Std Hours AND factors (5) & (6) are met, OT2 = Excess Hours rounded 

If in/out exists AND OT3 hours > Std Hours AND factors (5) & (6) are NOT met, OT2 = Excess Hours 

If in/out exists AND OT3 hours > Std Hours AND factors (5) & (6) are met, OT2 = Excess Hours rounded 

 

OT3 Hours (Attendance Record / Timesheet / Reports)

Factors to consider:

1. Check if the day is Rest Day
2. Check if any clock in and clock out timings
3. Check Hour Per Day & Hour Per Half Day in Config or Shift Setup

Day falls on Rest Day 

If in/out exists AND Hours Worked <= Hour Per Half Day, OT3 = Hour Per Half Day 

If in/out exists AND Hours Worked > Hour Per Half Day, OT3 = Hour Per Day 

 

Lateness Hours (Reports)

Factors to consider:

1. Check Shift Start Time
2. Check if any lateness grace period setting is enabled
3. Check if any lateness rounding setting is enabled
4. Check if lateness consider only first clock-in setting is enabled

If factors (2) & (3) are NOT met 

Clock in time before shift start time, Lateness = 0.00 

Clock in time after shift start time, Lateness = X hour late 

 

If criteria (2) is met 

Clock in time before shift start time, Lateness = 0.00 

Clock in time after shift start time, Lateness = 0.00 OR X hour late 

 

If criteria (3) is met 

Clock in time before shift start time, Lateness = 0.00 

Clock in time after shift start time, Lateness = X hour late rounded up/down 

 

If criteria (4) is NOT met,  

1^st in before shift start time, 2^nd in before shift start time, Lateness = 0.00 

1^st in before shift start time, 2^nd in after shift start time, Lateness = X hour late 

1^st in after shift start time, 2^nd in after shift start time, Lateness = Total X hour late (1^st + 2^nd) 

 

If criteria (4) is met,  

1^st in before shift start time, 2^nd in before shift start time, Lateness = 0.00 

1^st in before shift start time, 2^nd in after shift start time, Lateness = X hour late 

1^st in after shift start time, 2^nd in after shift start time, Lateness = X hour late (1^st only) 

 

Under Hours (Reports)

Factors to consider:

1. Check Shift End Time
2. Check if any under hours grace period setting is enabled
3. Check if any under hours rounding setting is enabled

If factors (2) & (3) are NOT met 

Clock out time before shift end time, Under Hours = X under hours 

Clock out time after shift end time, Under Hours = 0.00 

 

If factor (2) is met 

Clock out time before shift end time, Under Hours = 0.00 OR X under hours 

Clock out time after shift end time, Under Hours = 0.00 

 

If factor (3) is met 

Clock in time before shift end time, Under Hours = X hour late rounded up/down 

Clock in time after shift end time, Under Hours = 0.00 

 

If factor (4) is NOT met,  

1^st out before shift end time, 2^nd out before shift end time, Under Hours = Total X under hour (1^st + 2^nd) 

1^st out before shift end time, 2^nd out after shift end time, Under Hours = X under hour (1^st only) 

1^st out after shift end time, 2^nd out after shift end time, Under Hours = 0.00