Attendance and Overtime
Hours worked, overtime, absence, late marks and loss-of-pay days by department and shift for the period.
Roster to pay
For hourly and shift staff: publish the roster, capture the punches, correct the gaps, approve the timesheet, lock at cutoff and pay hours, overtime and shift premiums.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Roster
EmployeeRoster DateShiftLocation
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Step 2Punch
EmployeeAttendance DateShiftClock In
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Step 3Correct
EmployeeAttendance DateShiftClock In
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Step 4Timesheet
Timesheet NumberEmployeePeriod StartPeriod End
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Step 5Approve
Timesheet NumberEmployeePeriod StartPeriod End
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Step 6Lock and pay
Timesheet NumberEmployeePeriod StartPeriod End
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Roster
The manager plans shifts for the team by date and location, checks the plan against approved leave and holidays, and publishes it. Published entries appear in each employee's roster; a swap between two employees is recorded against both.
Punch
Employee clock-in and clock-out reach the attendance row through a configured device, mobile or web connection, or a validated import. Hours worked, overtime beyond the rostered shift and late minutes beyond the grace are calculated against the shift on the roster.
Approval required
Correct
A missing punch on a rostered day, a device failure or a punch on a leave day sets the discrepancy flag on the row, and My Team Today shows the flagged rows. The manager makes the attendance correction (regularisation) with a reason, and the correction is on the row with the manager's name and date. An employee can request a correction; only the manager can apply it.
Timesheet
At period end the attendance rows roll into a timesheet with a line per day worked. Each line carries regular, overtime and holiday hours, the roster entry and attendance row behind them, and the cost centre for that day. The employee submits it.
Approval required
Approve
The manager approves or rejects the timesheet in Timesheet Approvals. A timesheet with overtime above the entity's alert hours is highlighted. Rejection returns it with a reason and the employee resubmits.
Lock and pay
Payroll Officer locks only approved timesheets included in the run at cutoff and generates their inputs. Regular hours pay at the hourly rate on the employee's compensation record. Overtime and holiday hours pay at that rate times the component's multiplier, and a shift premium is paid per shift worked on a premium component. A timesheet still unapproved at cutoff stays editable and excluded; after approval its hours feed the next eligible open-period run with their original work dates. Payroll release and bank authorisation follow the separate Finance Controller gates on the Pay run page.
Approvals and exception handling
2 approvals required in this process
When the process needs attention
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late
Overtime nobody approved
Overtime is calculated from punches but paid only from an approved timesheet. The approval is the manager's, on the record.
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exception
The shift premium paid from memory
The premium input is generated per published roster entry whose day was worked, with the roster number as the reference.
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exception
The device that was down for a day
Rows without punches on a rostered day are flagged for the manager to correct before the timesheet can be submitted.
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exception
Hours charged to the wrong cost centre
Each timesheet line carries the cost centre for that day, and the payroll journal splits the hourly components by those lines.
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exception
The hourly rate nobody could find
The rate is on the employee's compensation record with its effective date, so a rate change mid-period prices each line by the record in force on its date.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Roster | ShiftRosters | published to employees |
| 2 Punch | AttendanceRecords | hours, overtime, late minutes and discrepancies calculated |
| 3 Correct | AttendanceRecords | discrepancy resolved with reason |
| 4 Timesheet | TimesheetsTimesheetLines | period hours rolled up by day and cost centre |
| 5 Approve | Timesheets | none |
| 6 Lock and pay | TimesheetsPayrollInputsPayslips | approved hours and premiums calculated for payroll approval |
Process reports
All reportsPayroll Summary by Component
Totals per component by entity and run, employee and employer sides, the sheet the register is reconciled to before the run is submitted.
Payroll Variance
This run against the previous run per employee, flagging changes in gross or net above the entity's threshold with the input or revision that caused them.
Payroll Cost by Cost Centre
Employer cost by entity, cost centre, component and month, reconciled to the posted payroll journal.
Run by an agent
Agent support
The configured workflows must prevent agents from approving offers or bank-account changes, approving payroll, authorising payments, posting journals, approving year-end statements or locking periods. The assigned person records each decision. Rehearsal must verify identity, masking, the audit record and refusal of unauthorised actions before an agent may write.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› roster to pay · roster on ShiftRosters
✓ The manager plans shifts for the team by date and location, checks the plan against approved leave and holidays, and publishes it.
› roster to pay · punch on AttendanceRecords
✓ Employee clock-in and clock-out reach the attendance row through a configured device, mobile or web connection, or a validated import.
› roster to pay · correct on AttendanceRecords
⏸ approval · waiting for the line manager
# 3 more stages after approval: timesheet, approve, lock and pay
Other processes
5 morePay run
Inputs, calculation, payroll approval, payment authorisation and posting, with held amounts reconciled separately.
8 stages · 3 approvals
Hire to pay
From offer approval to the first payslip, with verified bank details, salary approval and separate payment authorisation.
8 stages · 7 approvals
Leave request to payroll
How a leave request becomes a balance movement, an attendance status and, where the leave is unpaid, a loss-of-pay day in the run, with the manager's gate in the middle.
6 stages · 1 approval
Exit to final settlement
Notice, documented terminal amounts, clearance, final payroll approval and separate payment authorisation before closure.
7 stages · 5 approvals
Year-end close and filing
Reconciling the year's runs to the returns filed, correcting what is wrong, producing the year-end statement and employee tax certificates, filing, resetting the year-to-date counters and locking the tax year.
6 stages · 2 approvals