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Required Level : Standard
Required Version : 3.06 or later
TNA 4 allows you to categorise the time worked by the employee.
Typical categories include Normal Time, Excess Time, Overtime
1, Double Time and so on. Depending on the time of day worked,
the employee accrues time in different categories.
Some of these categories may require authorisation before they
can be paid. In other words you may require that time worked at
a particular category is Authorised by a supervisor, or manager,
before it can be accrued by the employee.
TNA 4 supports this authorisation process, and this document
explains how to implement it.
Shift Categories
The basic idea revolves around time categories. As you probably
know by now you will build up shifts using blocks of time marked
at a particular category. Normally the employee is paid directly
out of this.
With authorisations however a second category comes into play. The
idea is that the employee works into one category, but is paid out
of another. And the way in which the time moves from the one to
the other is via the Authorisation system.
The authorisations are captured in the User, or Supervisor modules.
You can authorise time on either a Daily hours level or a Payroll
hours level. And authorisations can be made before, or after, the
employee actually works.
Using the Bulk Authorisations screens it is also possible to authorise
overtime for groups of employees at the same time.
At this point it should be noted that employees are not paid for
time authorised. Rather they are paid for time worked, up to the
amount authorised. Thus if you authorise 4 hours for an employee,
but he only works 2, then he'll only be paid for 2.
The first important point to note here is that for each "Authorised"
category you want to have, you also need to create a "Holding"
category. The Holding category will always contain the actual time
worked by the employee. The Authorised category will contain authorised
part of that time.
Secondly it should be noted that there are 2 forms of authorisation
- one at the Daily hours level and one at the Payroll hours level.
If you use Daily authorisation then you can authorise a specific
amount of overtime, for a particular employee, for a particular
day. If you use payroll authorisations then you you can authorise
overtime for a particular employee for a particular week.
1) Create 2 time categories using the Configuration module, The
first is to hold the "worked" time, the other the time
that is "authorised". To do this; A) Use the Configuration
module, Setup / Shift menu and select the Shift Time Categories option.
Add a category. Call it say OT1w. (This is the "worked"
overtime). For this category do not set the Requires Authorisation
field.
What you might want to set are the Suppression fields. As this category
will contain the time worked, but not the time Paid, you will probably
want to suppress it from the normal reports.
Also note that it has No Effect on the Total. You could of course
choose to have it affect the Total, but you probably want the effect
on the total to be neutral.
Add a second category. Call this one say OT1a (This is
where the "authorised" overtime will end up.) For this
one set Requires Authorisation to Daily (or Payroll),
and select OT1w as the Holding Category.
If the Overtime is being authorised on a Daily level, then click
on the Daily box as shown above. If it's being authorised on a Payroll
hours level level then click on Payroll.
Notice that the Holding Category has been set to the corresponding
Worked category.
2) Set up your shifts as normal. Use the OT1w category, not the
OT1a category.
Advanced Tip : It is possible
to have working time that accrues directly to the OT1a category.
For example if some time during the week is always authorised then
this can go directly into OT1a.
This is done in the User module. As with most employee
related information this can be reached in a couple of different
ways.
The first is from the Query or Edit menu, Daily Overtime
Authorisations option.
This will bring up a list of all the daily overtime authorisations,
for all employees, from a particular date. (You can specify the
date on the window).
You can Add, and Edit the authorisations using the usual Add
and Change buttons. The form looks something like this;
Tip : There are 2 minor productivity enhancements on
this window. The first is that any time the employee has already
worked is displayed on a panel on the right. This can therefore
make your decision of how much to authorise easier.
There is also a quick way to authorise the hours already worked.
Simply double click on the entry on the right hand list, and that
amount will be entered for you on the left hand list.. For example
in the above window if you double click on the 2:00 then the Approved
hours will also be set to 2:00. This window also supports
Drag-and-Drop. In other words you can drag amounts from the right
hand list and drop them on the left hand list.
Another way to see the overtime is via the main list of employees. In
the User module go to the Query or Edit menu, to the
Information about Employees option. Highlight the employee
you're interested in, and click on the Daily Hours button.
You're probably familiar with the Daily Hours window that appears,
but there are a couple of new features here you may not yet have
come across.
The first noticeable item is the Overtime button. This allows you
to inspect, and edit, the Overtime authorisations for this employee.
The second noticeable thing is that 2 of the columns are coloured.
The OT1w column is in Red, and the OT1a column is in green. This
is to remind you that the red column will not be usually be paid
to an employee, and the green column (which is related to the red
column) will be paid.
Note that the OT1a column, the green column, shows the amount of
time worked, up to the amount authorised. If the employee works
for 2 hours, but only 1 is authorised, then only 1 hour will be
in the OT1a column. If however the employee works 1 hour, but 2
are authorised, then only 1 hour will be displayed in the OT1a column
since this is the amount actually worked.
Tip : There is a productivity
enhancement on this window. If you highlight one of the rows, and
press Ctrl-A on the keyboard, then an Authorisation record
will automatically be created for you, for that employee, for that
day, for the amount of time worked. In other words if all you want
to do is authorise what he's already done, then simply type Ctrl-A.
You can also authorise a group of employees at the same time
using the Bulk Authorising features. These can be found in the User
module, in the Bulk , Overtime Authorisations
option.
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