Process attendance

This training manual provides a step-by-step guide on processing employee attendance in the HRIS + Payroll system. It covers synchronization and updating of attendance logs to ensure records are accurate and ready for payroll processing.

PurposeCopy Anchor Link

To help users:

• Process employee attendance accurately in the system
• Synchronize raw logs from DTR
• Update attendance records for proper tagging (Present, Absent, Late, Undertime, Overtime)
• Identify log and schedule issues, and pending for approvals
• Ensure accurate payroll processing based on attendance

PrerequisitesCopy Anchor Link

• Access to the HRIS + Payroll system
• Permission to access the Attendance Module
• Complete Employee 201 file (Personal and Employment Information)
• Assigned employee schedules (especially SHIFT type)
• Employee leave credits properly configured
• Available attendance logs

Step 1: Navigate to the Attendance ModuleCopy Anchor Link

To begin processing the attendance, navigate to the HRIS + Payroll application.

Once inside the system, locate and click the Attendance module.

Step 2: Verify Essentials Before ProcessingCopy Anchor Link

Before processing attendance, ensure the following are complete:

• Employee 201 details, specifically in Personal Information and Employment Information
• Employee Leave Credits
• Employees assigned schedule
• Correct schedule configuration If these are not completed, you may not be able to process attendance or it may result in incorrect attendance records.

Step 3: Synchronize Attendance (DTR Module)Copy Anchor Link

After completing the required essentials, go to the Attendance module, then navigate to the DTR (Daily Time Record) section.

In the DTR section, you will see different log statuses under the Filter:

• Unprocessed - These are logs coming from biometrics, mobile, manually added entries, or imports that are not yet processed.
• Processed - These are logs that have already been synchronized.
• Void – These are logs that have been invalidated and are excluded from attendance processing.

Use the Date Filter to define the coverage of attendance logs:

• Single Date – displays logs for one specific date only
• Date Range – displays logs within a selected start and end date

You may also use the Search Bar to quickly find specific employee logs by entering the employee name or employee ID. This helps filter and locate records more efficiently.

After configuring the date range to be processed, click the Sync Attendance button to process the logs.

How Sync Works:

• Captures the first IN and last OUT of the day
• Ignores multiple duplicate logs
• Prepares logs for update attendance processing
• Uses schedule thresholds to determine valid logs

Important Note:

• The synchronize attendance count and filter types (Unprocessed, Processed, Void) are based on the selected date range.
• Logs from mobile, biometrics, and imports are automatically synced by the system, so manual syncing is usually minimal. However, manually added logs must still be synced by the user.
• If the sync count is greater than zero, synchronization is required
• If zero, no action is needed

Step 4: Update Attendance (Attendance Module)Copy Anchor Link

Once synchronization is completed, go to the Update Attendance module.

Filter the desired date or date range, then click Load.

Click Update Attendance if the count is greater than zero. If the count is equal to zero, it means the selected dates are already updated and there is no need to click the Update Attendance button.

Once the count becomes zero after updating, the system will display any detected issues in fix schedule and logs issues section, as well as any pending approval requests within the selected cutoff period.

The step-by-step process for correcting fix schedule and log issues is covered in a separate document:

• Resolve attendance issues and pending approvals After all updates are completed, the system categorizes attendance as:
• Present
• Absent
• Late
• Undertime
• With Overtime Indicators:
• With asterisk (*) → Not yet updated
• Without asterisk → Fully processed

Step 5: Final VerificationCopy Anchor Link

Ensure the following:

1. No pending sync
2. No pending update attendance
3. No unresolved log issues Once completed, attendance is ready for payroll processing.

Expected resultCopy Anchor Link

• Attendance logs are successfully synchronized
• Attendance is accurately updated and categorized
• Attendance data is ready for payroll processing

TroubleshootingCopy Anchor Link

1. No logs appearing in attendance

• Check DTR if logs exist and run Sync Attendance if logs is still in unprocessed status

1. Attendance not updating

• Make sure to click Update Attendance after syncing, and wait until the progress bar is complete or the count shows 0.

1. Incorrect attendance tagging

• Verify schedule and log completeness

1. Missing employees in DTR

• Check payroll group, filter types, and date filters

NotesCopy Anchor Link

• Always complete essentials before begin processing attendance
• Only processed logs from DTR will be used in Update Attendance
• Manual logs require manual synchronization
• Always verify date range before syncing and updating