Resolve attendance issues and pending approvals
Review and resolve schedule or log issues and attendance requests pending approval.
This training manual provides a step-by-step guide on how to review and identify attendance issues after completing Update Attendance in the HRIS + Payroll system. The system automatically detects schedule and attendance log issues, as well as pending approval requests, within the selected date or cutoff period.
Purpose
To help users:
- Identify schedule and attendance log issues
- Filter affected employees by issue type
- Review pending approval requests
- Resolve attendance issues before payroll processing
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to access the Attendance module
- Completed the Update Attendance for the selected date or cutoff period
Step 1: Navigate to the Attendance Module
To begin resolving attendance issues and pending approvals, navigate to the HRIS + Payroll application.
From the main navigation menu, click the Attendance module.
In the Attendance module, click the Attendance tab. Select the applicable date or date range, then click Update Attendance to process the attendance records.
Step 2: Review Detected Attendance Issues
After Update Attendance is completed and the update count becomes 0, the system automatically displays any detected attendance issues and pending approval requests within the selected processing period.
The information displayed is dynamic and depends on the selected cutoff or date range.
Fix Schedule and Logs Issues
Under the Fix Schedule and Logs Issues section, the system displays different categories of detected attendance issues. The available issue categories include:
- No Schedule
- Incorrect Schedule
- Incorrect Logs
- Incomplete Logs
- No Break Logs
- Incomplete Break Logs
- Unfiled OT
- Unfiled Early OT
- Unauthorized Absent Each category displays the number of employees affected within the selected processing period.
Step 3: Filter Employees by Issue Type
Click any issue category to automatically filter the employee list and display the employees affected by that specific issue. After selecting an issue category, review the affected employees and proceed with the appropriate action based on the type of issue.
No Schedule or Incorrect Schedule
For employees under No Schedule or Incorrect Schedule, review the employee's assigned schedule and determine the appropriate schedule that should be applied.
If the employee does not have a schedule, assign the correct schedule to the employee. If the employee has an incorrect schedule, update the schedule based on the employee's actual work schedule.
To update the schedule for a specific employee, follow the procedure in Change a schedule for a specific date.
After the correct schedule is assigned, the system can use the updated schedule when recalculating the employee's attendance.
Incorrect Logs, No Break Logs, and Incomplete Break Logs
For employees under Incorrect Logs, No Break Logs, or Incomplete Break Logs, click the corresponding issue category to filter the affected employees. These issues can be corrected through either of the following options: Option A: Administrator Correction Click the issue category to filter the affected employees. Locate the employee who needs a correction, then click the Logs button under the Action column.
The Logs window allows the administrator to review and correct the employee's attendance or break logs. The administrator may edit the Log Type of an existing log or add a new log when necessary.
If an existing log is edited, click Save to record the changes.
If a new raw log is added, click Sync Raw Logs to synchronize the new log and update the employee's attendance record.
For detailed procedures on adding, editing, deleting, voiding, and re-syncing logs, see:
Option B: Log Correction Request The employee may file a Log Correction request through the Employee Portal to request a correction. The request must go through the required approval process. Once the request is approved, the system automatically applies the approved correction to the employee's attendance record.
Incomplete Logs
For employees under Incomplete Logs, click Incomplete Logs to filter the affected employees.
Locate the employee who needs a correction, then add the missing log by entering the required Date and Time and clicking Save.
The system will automatically complete the employee's attendance logs and update the corresponding attendance record. Alternatively, the employee may file a Log Correction request through the Employee Portal. Once the request is approved, the approved correction is automatically applied to the employee's attendance record.
Unfiled OT and Unfiled Early OT
For employees under Unfiled OT or Unfiled Early OT, click the corresponding issue category to filter the affected employees. These issues indicate that the employee has attendance records that may qualify for overtime or early overtime but does not have a corresponding filed request. Review the affected employees and verify whether the overtime or early overtime should be filed.
If the employee needs to file the overtime or early overtime, the employee may submit the appropriate request through the Employee Portal. The request will then go through the required approval process.
Unauthorized Absent
For employees under Unauthorized Absent, first verify whether the employee actually has attendance logs for the selected date. Click Unauthorized Absent to filter the affected employees and identify the employee who needs to be validated.
To verify whether the employee has recorded attendance logs, go to Reports → Log Source Report and search for the employee and corresponding date.
Review the Log Source Report to determine whether the employee has any recorded logs. If a correction is required, follow the appropriate log correction procedure based on the issue identified.
Important Note: Always validate the issue before making corrections. For Unauthorized Absent, check the Log Source Report first to determine whether the employee has recorded attendance logs before tagging or correcting the attendance record.
For Approvals Request
After Update Attendance, the system also displays pending attendance-related requests under the For Approvals section.
This section contains requests that are still pending approval within the selected date or cutoff period. Click the appropriate approval category to filter the employee list and view the employees with pending requests. Review each request and take the appropriate action based on the request. Once a request is approved or rejected, the system will update the request status accordingly. Approved requests will be applied to the employee's attendance based on the applicable attendance rules.
Expected result
- All detected schedule and attendance log issues are identified and reviewed.
- Affected employees are filtered according to the selected issue type.
- Schedule and attendance log corrections are properly addressed.
- Pending approval requests are identified for appropriate action.
- Attendance records are ready for payroll processing once all applicable issues are resolved.
Troubleshooting
- No log issues/approvals are displayed
- This means that no schedule, attendance, OT, Early OT, or pending approval issues were detected within the selected date or cutoff period. No further action is required for the selected period.
- Corrected attendance is not reflected
- Verify that the changes were saved. If a new raw log was added, make sure Sync Raw Logs was completed. If the correction was submitted through a Log Correction request, verify that the request has been approved.
- Employee is tagged as Unauthorized Absent
- Check the Log Source Report first to verify whether the employee has recorded attendance logs for the selected date.
- Pending approval request is still affecting attendance
- Verify that the request has been reviewed and approved or rejected before completing attendance processing.
Notes
- The Fix Schedule and Logs Issues and For Approvals sections are generated based on the selected date or cutoff period.
- Only applicable issues and pending approval requests within the selected processing period are displayed.
- Always review and validate an issue before making any attendance correction.
- For Incomplete Logs, Incorrect Logs, No Break Logs, Unauthorized Absent, and Incomplete Break Logs, administrators may correct the logs directly, or the employee may file a Log Correction request through the Employee Portal.
- For Unauthorized Absent, always check the Log Source Report before making corrections.
- For Unfiled OT and Unfiled Early OT, verify that the appropriate request has been filed and processed before completing attendance.
- Ensure all applicable issues and pending approvals are resolved before proceeding with payroll processing.