CS Time/TNA Documents

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Daily and Payroll Tasks

    This Daily and Payroll Tasks has been generated to provide the information on operational procedures that are to be practiced on a daily basis and at the end of your payroll period.
     

    CONTENT

    Have the clockings been collected?

    Clockings are one of the core elements needed to genearate the hours for each employee. Therefore it is necessary to confirm that the clockings have in fact been collected. This can be viewed in the Global clockings window.

     

    Daily and Payroll Tasks - 1.png

     

    * Please make sure that the correct from and to dates have been selected.

     

    Daily and Payroll Tasks - 2.png

     

    If no clockings are displayed, please refer to the next section (Is the Server Module open?).

    Is the Server Module open?

    The Server Module is required to be open for the collection of clockings and processing of  hours. If there are no clockings for that day, this could be one of the reasons why. If the Server Module is currently not running, the following red block will be displaying on the main window of the TNA User Module.

     

    Server.png

     

    Once the Server module has been opened, please wait for about 10min for all clockings to be collected and processed.

     

    If the Server module is however running and no clockings apear in the Global clockings wndow, please contact your TNA consultant as there might not be a connection to the device.

    Are there any errors?

    For the hours to be calculated correctly , all errors need to be rectified. If there are any errors that need your attention, this will be displayed by a red stop sign found at the top left hand side of the main window of the CS Time User Module or by a red dot in the ‘Browse Employees’ window.

     

    Daily and Payroll Tasks - 4.png

     

    Daily and Payroll Tasks - 5.png

     

    There are four main types of errors, namely:

    Usually only appears when a new emloyee is added and not assigned to a payroll shift.

    The employee has a valid IN clocking for the day, but no OUT clocking.

    • 3. Missing daily hours                        

    This error goes hand in hand with the 'Employee did not clock out' error. This error requires you to fix the above error first, and simply reprocess it.

    • 4. Wrong clocking direction found     

    There are two succeeding clockings with the same direction. Either two IN clockings or two OUT clockings.

     

    Follow the instructions in this documenton how to rectify these errors.

    Are there any absenteeism's?

    The employee is deemed absent if there are no clockings for that day. In some cases, the employee might have forgotten to clock or you would need to allocate the appropriate leave taken. Therefore it is good practice to print an Absenteeism Report, daily. This can be done from the 'Print a Report' window.

     

    Daily and Payroll Tasks - 6.png

     

    Absenteeism_Report.png

     

    Enter employee leave

    If your leave hours are not  handled by your payroll package, please ensure that all leave taken is entered.  Failing to do so could result in the employee not receiving his paid hours for that day. Employee leave can be viewed in the 'Browse Employee' window under the Leave_link.png link.

     

    Daily and Payroll Tasks - 7.png

     

    Adding leave can be done by clicking on the Add_button.png button and entering the ‘Type’, ‘From Date’ and ‘To Date’., and  selecting the  Ok_button.png to save.

     

    Daily and Payroll Tasks - 8.png

    Authorise overtime worked (Only if in use)

    If overtime authorisation has been configured, you would need to authorise these  hours before the employee will be paid. This can be done  in the ‘Browse Daily Hours’ window. You can quickly authorise all the overtime worked on a day (when using daily overtime authorisation) or in a payroll period (when using payroll overtime authorisation) by selecting the record and pressing Ctrl-A on your keyboard.  All the time in the holding categories will then be moved into the authorised overtime categories.


    Daily and Payroll Tasks - 9.png

     

    For more information on authorising hours, click here.

     

    Shift Rostering (Only if in use)

    Shift Rostering is used when an employee can work multiple shift times without a fixed pattern. These shifts can be rostered on a daily or weekly basis. To view and manage all employee's daily rostering information, click on the 'Daily Roster' window.

     

    Daily and Payroll Tasks - 10.png

     

    The Calendar option gives you a graphical view of your employees' shift rosters for a selected number of days from a specific date. It will display their default shifts as well as changes to the roster.

     

    Daily and Payroll Tasks - 11.png

     

    To change an employee's expected shift by adding a new daily shift roster, right-click on the day you want to change.  A drop-down menu will open showing the descriptions of the available daily shifts and select the one you want.

     

    Daily and Payroll Tasks - 12.png

    Are all employee hours correct?

    Please ensure that all payroll hours are correct for each employee and that the necessary clockings, leave and overtime authorisation has been added. Avoiding this step could result in incorrect hours being imported and the employee being paid less or more than is due. These hours can be viewed for all employees in the ‘Browse Employee Payroll Hours’ window found at the top left hand side of the main window of the TNA User Module.

     

    Daily and Payroll Tasks - 13.png

     

    Daily and Payroll Tasks - 14.png

    Export hours to Payroll

    Once all the employee hours are confirmed correct, you can proceed to export them. These hours can be viewed for all employees in the ‘Browse Employee Payroll Hours’ window found at the top left hand side of the main window of the CS Time User Module.

     

    Daily and Payroll Tasks - 15.png

     

    Select the desired report and the Print_button.png button.

     

    Daily and Payroll Tasks - 16.png

     

    Permalink:  http://tinyurl.com/l5zsxk8

    Page last modified 09:14, 12 Mar 2014 by cay-lynne CS Time/TNA Documents > FAQ > Daily and Payroll Tasks

    Comments1

    Viewing 1 of 1 comments: view all
    To do:
    1. Add an introduction
    2. Show how to check for clockings in the global clockings window after checking that the server is open. What if there are no new clockings after 10 min - what could the problems be?
    3. Include how to fix the different errors - maybe include stuff from quick start doc.
    4. Show absenteeism report picture - mention the link with leave.

    A payroll administrator should be able to print this out and use it as a handbook for doing the basic tasks. edited 09:34, 28 Jan 2013
    Posted 09:28, 28 Jan 2013
    Viewing 1 of 1 comments: view all
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