Timesheet Exceptions are anomalies, caused by various clocking issues, that may need to be acted upon or authorised by management.
This guide will look at:
We will follow a Use Case to help explain the process in context.
The employee did not clock on a day when they were scheduled to work, and it wasn’t due to a planned absence such as annual leave. The Exception appears as Absent (System) because it is Focus that is asserting that the employee is absent.
The employee is assigned the Default Shift Rule because Focus can’t work out what other rule to assign. This can occur if the employee clocks on an unscheduled day or at an unexpected time.
The employee missed a clocking (usually forgot to clock in or out), so there are an uneven number of clockings on one day.
A target requirement of hours (set by the Shift Rule) has not been reached.
The employee worked more hours than the Shift Rule called for.
The employee performed either a ‘Business In’ or a ‘Business Out’ clocking.
Depending on your System Setup, you may have to process some or all of the Exceptions in order to approve and/or lock a Timesheet. If you are unsure about which Exceptions to process, speak to your System Administrator.
An employee works the LATE shift, Monday to Friday. The LATE Shift Rule specifies target hours of 08:00. This employee has several Timesheet Exceptions. All Exceptions need processing by the employee’s line manager, otherwise Timesheets cannot be approved and locked.
When the line manager initially attempts to approve and lock the Timesheet they receive these messages:
So, the line manager approaches each Exception one at a time.
The employee called in sick on Monday, so no clockings were made. This resulted in an Absent (System) record with 00:00 hours.
The employee forgot to clock out when leaving work. As a result, because their working hours now show as 00:00, they also failed to meet their target hours.
Once the Missing Clocking is processed, the Target Hours exception automatically rectifies itself as the 08:00 hours are met.
The employee was asked to work the DAY shift, at short notice. They had been scheduled to work a different shift. When they clock in for this changed schedule, Focus cannot link their clocking to their expected shift. As a result, Focus applies the Default Shift Rule and creates an Exception.
The employee clocked OUT early due to a family emergency. The company has created an Absence Reason for this type of situation - Emergency Leave.
All Exceptions have now been processed and the Timesheet is ready for approval and locking. All edits made will be highlighted blue.
Infringements, signified by ‘i’ on a Timesheet (such as clocking in late or out early) are not Exceptions. Although they may need addressing, Infringements do not require processing before approving / locking a Timesheet.
Likewise, although a Business Clocking is classed as an Exception, it is more for informative purposes and so may not require processing.
A look at adding clockings, changing shifts and editing hours on employee timesheets.
A quick and simple way of seeing which Timesheets still need to be approved.