Configure undertime settings
Set how the system handles and calculates undertime.
This training manual provides a step-by-step guide on how to configure Undertime Settings in the HRIS + Payroll system. This feature allows administrators to manage how undertime is applied, including exempting employees from undertime and defining rules for undertime computation. Undertime refers to instances where an employee logs out earlier than their scheduled shift.
Purpose
To help users:
- Exempt specific employees from undertime
- Define how undertime minutes are computed
- Ensure accurate attendance and payroll processing
- Apply company policies for undertime management
Prerequisites
- Access to the HRIS + Payroll system
- Permission to access Schedule Settings
- Employee list already created in the system
- Attendance rules are configured
Step 1: Navigate to the Schedule Module
To begin configure undertime settings, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Schedule module.
Step 2: Access Undertime Settings
Inside the Schedule module, click the Settings button located at the top right corner of the screen. In the Settings menu, select the Undertime module.
Step 3: Adding of Employees to Undertime Exemption
This tab is for employees who should not be affected by undertime. Employees added here will not incur undertime deduction, even if they log out earlier than their scheduled shift.
To add employees, click the + Add Record button at the top right of the table.
In the new screen, click + Add New Row
Select the intended employee from the dropdown list
To add more employees, click + Add New Row again for each additional employee
Once finished, click Mass Save to apply the changes Click Close to return to the main table.
Step 4: Adding Employees to Undertime Rule
This tab is for employees who will follow a specific undertime policy set by the company. Here, you can control how the employee’s undertime minutes (early log-out) will be computed and converted into equivalent undertime deduction.
To configure the rule, click Go to Attendance Rule. You will be redirected to another page.
Once redirected, open the Attendance Rule and scroll down until you see the Undertime Rules (Minutes) table. Click + Add Rules, then click Add New Row to create a new range.
In this table, you can define how undertime minutes are converted into deduction:
- From – To – The range of undertime minutes (e.g., 1–30 minutes)
- Undertime in Minutes / Decimal – The equivalent undertime value that will be deducted
Important Note: When setting the To value (e.g., 30.99, 60.99), the .99 is important because it ensures that seconds are included in the computation. For example, if an employee logs out 30 minutes and 30 seconds early, it will still fall within the 1–30.99 range. Without .99, some time entries with seconds might not be counted correctly.
Once you are done adding all the rules in the table, click Mass Save button to apply the changes. After saving, go back to the Undertime tab in the Schedule Settings. In the undertime Rule, click + Add Record, add and select employees using + Add New Row, then click Mass Save and Close to apply the changes.
E. Expected Result
- Employees are correctly assigned to Undertime Exemption or Rule
- Undertime is not applied to exempted employees
- Undertime is computed based on defined rules for applicable employees
- Attendance and payroll reflect correct undertime deductions
F. Troubleshooting
- Undertime still applied to exempted employee
- Employee not added to Undertime Exemption list
- Undertime not computed correctly
- Incorrect undertime rule configuration
- Employee not affected by undertime rule
- Employee not assigned to the rule
- Changes not applied
- Mass Save not clicked
Notes
- Undertime refers to early log-out before scheduled shift end
- Use Undertime Exemption for employees not subject to undertime (e.g., managers)
- Use Undertime Rule to standardize deduction computation
- Always click Mass Save after changes
- Use .99 in ranges to include seconds in computation
- Review employee assignments regularly