What is "simple attendance process"? How does it work?
- This is the automatic process of calculating your monthly attendance before the payroll is run. It ensures that the attendance records saved in Quikchex are in sync with the attendance policy of your organization
- The attendance process calculates the working days, non- working days (weekly-offs, leaves, and holidays), loss of pay days, etc for all employees.
For example, if an organization has a policy of deducting leave for the days an employee is absent and there is no attendance regularization or leave request for such days, this is automatically done by attendance process
- The attendance process formats the attendance data so that it is easily synced with the Leave and Payroll modules.
- Leave deduction for absent days is done as per the attendance hierarchy specified in the attendance template.
For example, in case if an employee was absent on a given day and he did not add a leave request for that given day, but he has sufficient leave balance in his account. In this case, the system will mark him as absent by default. But when the “Attendance Process” is run the system will first check if there is any leave balance, if there is a leave balance it will automatically deduct the leave from the balance and adjust it for the absent day.
Note: The Attendance hierarchy can be arranged according to the company policies
- For leave deduction you can either specify the total number of days that need to be considered as absent & LOP days, or you can specify the dates that need to be considered as absent & LOP days. If you enter the number of days then Quikchex will start adjusting your leave & LOP days from the first day of your attendance cycle
- LOP days will be processed as unpaid days in payroll. Absent days will be adjusted as per the attendance hierarchy.
Setting up the simple attendance process:
- Contact the Quikchex support team for activating the simple attendance process
- Go to Admin Portal >> Attendance >> Settings >> General Settings
- Toggle Yes for the question "Do you wish to enter number of LOP days while running the Attendance?" if you want to specify the number of days. Or you can select No to specify exact dates
To run the Simple Attendance Process for the month using the number of days:
- Go to Admin Portal >> Attendance >> Process MM-YYYY Attendance (Where MM-YYYY is the month-year period for which the attendance process is pending)
- You will be asked to choose the employees you wish to process. In case you have already processed attendance partially, you will get an option to reprocess it.
- In step two you will be asked to enter the LOP days & absent days for the employee. Click on Actions and enter the details in the popup window.
- You can even perform a bulk upload in case you need to add this for multiple employees. Go to Bulk Actions >> Upload LOP days.
- The status will show as Processing. Once complete, download the report to verify the processed data.
- In case the status shows as "Incomplete", some employee's attendance data are invalid. Please download the report to verify this and rectify those records via attendance regularization.
- Once you verify the data, proceed with the Leave and Payroll Sync. This will ensure that the data is uniform across all modules.
To run the Simple Attendance Process for the month using exact dates:
- Follow the same steps as above till you reach step 2
- Here when you click the Edit button under Actions you will see the attendance cycle calendar. Choose the type of day from the left panel & click on the date in the right panel to assign the type.
- You can also do a Bulk Upload for multiple employees. Follow the on-screen instructions given about the day status abbreviations.
- An Absent Day will be adjusted as per the attendance hierarchy. For a Half Day Absent, half of the day will be adjusted as per the attendance hierarchy and the other half will be considered as Present. A LOP day is an unpaid day in the payroll process. For a Half Day LOP, half of the day will be considered as an unpaid day in the payroll process and the other half will be considered as Present.