This page briefs you about the various concepts associated with the Attendance module.
- Work Day
Attendance is the act of being present at a place for example, at work. In addition to this, it is the record of how often an employee comes to work, if the employee follows the schedule, number of hours worked by the employee and so on.
A day on which the organization schedules work for an employee and is not a week off or a holiday.
This is derived from a work practice called 'shift working'. This typically refers to dividing a day into shifts and setting time periods during which different groups of workers perform their duties. However, many organizations deploy employees on a single shift ( For example, A General Shift which starts at 9:00 and ends at 18:00) and this depends on the nature of business. Therefore, shift is basically the time period defined for work in a day.
Organizations set norms for hours of engagement for each and every employee in a work day. This can be 4 hours, 8 hours or more and is based on the company practice and labour laws. This may be termed as Shift Hours also. This is further used for resource planning and to set production targets.
Normally every shift, requires a beginning. Scheduled In time is the start time, defined for a shift.
Normally every shift, requires an end. Scheduled Out time is the end time, defined for a shift.
Based on the nature of business and kind of work, organizations allow employee to come for work earlier than the scheduled shift start time and also stay at work beyond the defined end time of the shift. For example, in such a scenario, with a 9:00 - 18:00 shift, employee can come and begin work at 7:00 and continue after 18:00 also. However for various workplace control and management purpose and to comply with labour laws, organizations put some checks and balances to manage employees shift entry or exit by placing suitable margins to the shift. In Margin and Out Margin is used here. In Margin is the specified time from which an employee begins work ( Eg:- For 9 :00 shift, In Margin can go up to 00:00 and Out Margin can be 23:59).
Shift Break or Break time is the time defined for rest in a shift. Normally this falls in the middle of the shift. For example, for a Shift that starts at 9:00, there can be a break for half an hour for lunch at 13:00. So here, organizations divide the shift to two sessions - first half and second half.
Once the work shift is defined, organizations expect employees to start and end work as per the scheduled In time and Out time. However there are external variables like travel time, traffic, queue at time office and so on, that can cause unexpected delay. Keeping in mind the external factors that can delay an employee’s In-Time and Out-Time, organizations provide a grace period allowing them to come late or leave early for a fixed number of time over a defined ( Eg:- 2 Late Ins up to 15 minutes allowed In a month).
Once the work shift is defined, while working, employee follows the Scheduled In and Scheduled Out. However the actual start time and end time of work by an employee need not be exactly matching to the Scheduled In and Out. This can vary a bit ( For example, for General Shift, 9:00 is defined as the Scheduled In. But on a particular day, employee may start work at 9:15). The actual time at which the employee starts work is the Check In time and the time at which the employee ends work is the Check Out time.
Late In/Early Out
If the Check In time is after the Scheduled In time of a shift, then the organizations may consider the employee as Late In. In a similar manner, if the Check Out time is before the Scheduled Out time, then it is considered as an Early Out.
This is the total time spent by an employee in a work day with in the context of a defined shift.
This is the total time spent by an employee at work, over and above the defined work hours in a day and with in the context of a defined shift.
Overtime is the total excess time considered for compensation.The compensation can be either in the form of an additional off day or by payout.
This is basically a list or plan showing turns of duty or off for individuals or groups in an organization. The purpose of a roster is to define shift, weekly offs, and the turn for employees at work by assigning a pattern for a defined period, so that the production planning and control function can be managed smoothly.
Organizations pay compensation to employees for their work. Employees are normally paid their wages daily or weekly and salaries are paid once in a month. Attendance period is the duration for which the organization considers the work days for paying salary. This is always considered as calendar months like 1-31 January, 1-29 February and so on. However for convenience in computation, some organizations define their virtual attendance period. For example, attendance period for Feb 2016 can be 16 Jan 2016 - 15 Feb 2016.
This is basically a register maintained in an organization to record the attendance of employees. The standard practice includes recording the physical presence of employees at work by using suitable characters like P - Present, A - Absent, L- Leave, WO- Week Off, H - Holiday. The purpose of a muster roll is to show proof of working, aid in salary computation and to ensure labour law compliance.