Resolve Timecard Exceptions - Hourly

This job aid explains how you can review and resolve timecard exceptions for your hourly employees from the Employee's Timecard.

About Timecard Exceptions

• When employees deviate from their expected time, the system generates an exception. Exceptions can be day-based or segment-level. Day-based exceptions (such as short shift or unscheduled) affect the entire day. Segment-level exceptions affect only part of the day.
• Although the actual exceptions configured vary by company, the following are common exceptions and their visual indicators:

Icon	Description
	The cell is solid red when there is a missed in or out punch
	Action is required for an exception on this day
	When the system generates an exception, the icon is red with a white line near the top. Depending on your configuration, the system might automatically add an auto-resolved paycode to the timecard if an exception occurs because of missing time, such as a late punch or absence
	When a manager marks an exception as reviewed or justifies a missing time exception, the icon color changes to green
	When an employee justifies a missing time exception, the icon color changes to red with two white lines
	If there is more than one exception, the color reflects the most severe state of all the exceptions, and the white lines are diagonal
	If an absence has been excused, icon is blue with three horizontal lines
	When an exception or punch is system-generated, the icon is purple with one diagonal line and the punch displays in purple
	Holiday exceptions

To mark exceptions as reviewed:

1. From the employee's timecard, right-click on the exception indicator corresponding to the exception.
2. Click Mark as Reviewed  to show that you know about the exception but have decided to take no further action. The color of the exception changes to green and the Mark as Reviewed button changes to Unmark as Reviewed, which you can use if you change your mind.
3. Click Save .

To add comments to an exception:

1. From the employee's timecard, right-click the exception, then select Comments.
2. In the Comments panel:
   • If there are multiple events in a single cell, the Comment On drop-down list appears. Select which event you want to comment on; Punch or Unscheduled.
   • Select a comment from the Select a Comment drop-down list. You can also enter some letters to search for a comment.
3. When finished, click Apply.
4. Click Save .

The Comments icon in the punch cell indicates that a comment was added.

To resolve absence exceptions:

An absence indicates whether an employee was not at work on a particular day. The Absence column in the timecard identifies absence exceptions.

There are two types of absence:

• Excused Absence — An absence that was planned and approved.
• Unexcused Absence — An absence that was not planned and approved.

Adding a paycode is a way to resolve unexcused absence exceptions.

To add a paycode to the timecard to excuse an absence exception:

1. Click the Pay Code cell in the row of the date with the absence, then select a paycode from the drop-down list.
   
   
   Note that you cannot add a paycode to a row that includes a punch. To add a paycode, click Add Row and enter the paycode on the new row.
2. In the Amount column, enter the length of time.
3. Click Save .

To edit a pay code:

1. In the timecard grid, click the Pay Code column, then select a different paycode from the drop-down list. 
   • To add a paycode on the same day that has a punch, click the Add Row icon and enter the paycode on the new row.
2. Enter the number of hours in the Amount column. 
3. Click Save .