Timekeeping

The timekeeping module tracks employee attendance through Daily Time Records (DTR), biometric integration, and various attendance documents. This guide covers managing attendance data effectively.

Timekeeping Policies

Timekeeping policies define the standard work schedule parameters used to calculate attendance, overtime, and undertime. Policies can be assigned at the organization level and optionally overridden per employee.

How Policy Resolution Works

When generating a DTR record, the system determines which policy to use following this priority:

1. Employee Policy — If the employee has an individual policy assigned, it takes priority
2. Organization Policy — If no employee policy is set, the organization's policy is used
3. System Default — If neither employee nor organization has a policy, the system default policy (marked as default) is used

Policy Parameters

Parameter	Description
Name	Descriptive name for the policy (e.g., "Standard 8AM-5PM")
Time In	Official start of work
Time Out	Official end of work
Break Start	Start of lunch break
Break End	End of lunch break
Grace Period	Minutes allowed before marking as late
Total Duty	Expected total work seconds per day

Setting Organization Policy

1. Go to PMS > Organizations (or Control Center > Organizations)
2. Edit the organization
3. Select a Timekeeping Policy from the dropdown
4. Save changes

All employees in the organization will inherit this policy unless they have an individual override.

Setting Individual Employee Policy

1. Go to PMS > Employees > [Employee] > Settings
2. In the Timekeeping Policy section, click the actions menu and select Update
3. Choose a policy from the dropdown (or clear it to inherit from the organization)
4. Save changes

When an employee has an individual policy override, a warning alert is displayed at the top of the Settings tab indicating the override is active.

Policy Tracking on DTR Records

Each DTR record stores a reference to the timekeeping policy that was active when the record was created. This means:

• Changing an employee's policy does not retroactively alter existing DTR records
• Historical records always reflect the policy that was in effect at the time
• New records will use the currently resolved policy

Daily Time Records (DTR)

The DTR is the official record of an employee's daily attendance, capturing time in and time out entries.

Viewing DTR

1. Go to PMS > Timekeeping > DTR
2. Select the employee or organization
3. Choose the date range to view
4. Review the attendance entries

DTR Display

Column	Description
Date	Calendar date
Day	Day of the week
Time In (AM)	Morning arrival time
Time Out (AM)	Midday departure (if applicable)
Time In (PM)	Afternoon arrival time
Time Out (PM)	End of day departure
Undertime	Minutes left early
Tardiness	Minutes arrived late
Remarks	Notes or explanations

DTR Status Indicators

Indicator	Meaning
Present	Employee reported for work
Absent	No attendance recorded
Half Day	Partial attendance
On Leave	Approved leave
Holiday	Non-working day
Weekend	Saturday/Sunday
Travel	On official travel
Mission	On official mission

Biometric Integration

The system integrates with biometric devices to automatically capture attendance.

How Biometric Sync Works

1. Employee scans fingerprint/face at biometric device
2. Device records the timestamp
3. System syncs data from device periodically
4. DTR is updated with biometric entries

Sync Status

Status	Description
Synced	Data successfully transferred to system
Pending	Awaiting synchronization
Failed	Sync attempt unsuccessful
Manual	Entry added manually, not from biometric

Managing Biometric Devices

1. Go to PMS > Settings > Biometric Devices
2. Add devices with their IP addresses and credentials
3. Configure sync schedules
4. Monitor connection status

Biometric Device Setup

Field	Description
Device Name	Descriptive name for the device
IP Address	Network address of the device
Port	Connection port (usually 4370)
Location	Physical location of the device
Organization	Assigned organization

Manual DTR Entry

When biometric data is unavailable, authorized personnel can add entries manually.

Adding Manual Entry

1. Go to PMS > Timekeeping > DTR
2. Select the employee
3. Click on the date requiring entry
4. Enter time in/out values
5. Add remarks explaining the manual entry
6. Save changes

When to Use Manual Entry

• Biometric device malfunction
• Employee forgot to scan
• Fieldwork without biometric access
• System synchronization issues

Note: Manual entries require justification and may need supervisor approval.

DTR Summary Reports

Generate consolidated attendance reports for payroll processing and monitoring.

DTR Summary View

1. Go to PMS > Timekeeping > DTR
2. Select Summary View
3. Choose the period (semi-monthly, monthly)
4. Select organization or employees
5. Generate the report

Summary Information

Field	Description
Days Present	Total days with attendance
Days Absent	Days without attendance or leave
Days on Leave	Approved leave days
Total Undertime	Accumulated minutes of early departure
Total Tardiness	Accumulated minutes of late arrival
Overtime Hours	Authorized overtime worked

Pass Slips

Pass slips authorize brief absences during work hours for personal errands.

Creating a Pass Slip

1. Go to PMS > Timekeeping > Pass Slips
2. Click Create Pass Slip
3. Fill in the required information:

Field	Description
Employee	Select the employee
Date	Date of the pass slip
Time Out	Expected departure time
Time In	Expected return time
Purpose	Reason for the absence
Type	Personal or Official

4. Submit for approval

Pass Slip Types

Type	Description	Charged To
Personal	Personal errands (bank, medical)	Leave credits or undertime
Official	Official business within locality	Not charged

Pass Slip Status

Status	Description
Pending	Awaiting supervisor approval
Approved	Authorized by supervisor
Rejected	Not approved
Used	Pass slip has been utilized
Cancelled	Withdrawn by employee

Mission Slips

Mission slips authorize official business conducted outside the office within the day.

Creating a Mission Slip

1. Go to PMS > Timekeeping > Mission Slips
2. Click Create Mission Slip
3. Complete the form:

Field	Description
Employee	Select the employee
Date	Date of the mission
Destination	Where the mission will be conducted
Purpose	Official business to be performed
Time Out	Expected departure from office
Time In	Expected return to office

4. Submit for approval

Mission vs Pass Slip

Aspect	Mission Slip	Pass Slip
Purpose	Official business	Personal errands
Duration	Can be full day	Usually few hours
Charged	Not charged to leave	May be charged
Documentation	May require accomplishment report	Not required

Travel Orders

Travel orders authorize official travel requiring overnight stay or extended absence.

Creating a Travel Order

1. Go to PMS > Timekeeping > Travel Orders
2. Click Create Travel Order
3. Fill in travel details:

Field	Description
Employee(s)	Personnel included in travel
Destination	Place(s) to be visited
Purpose	Official business objective
Departure Date	Start of travel
Return Date	End of travel
Mode of Transportation	How employee will travel
Funding Source	Budget allocation for travel

4. Submit for approval

Travel Order Status

Status	Description
Draft	Being prepared
For Approval	Submitted to approving authority
Approved	Authorized for travel
Completed	Travel concluded, for liquidation
Cancelled	Travel not pursued

Timekeeping Approval Workflow

Approval Path Configuration

1. Go to PMS > Settings > Approval Paths
2. Select the organization
3. Configure approvers for each document type:

Document	Typical Approvers
DTR Corrections	Immediate Supervisor
Pass Slips	Immediate Supervisor
Mission Slips	Division Chief
Travel Orders	Department Head, Director
Leave Requests	Immediate Supervisor, HR

Approving Timekeeping Documents

1. Go to PMS > Timekeeping > [Document Type]
2. Click Approvals tab
3. Review pending requests
4. Approve or reject with remarks
5. Submit decision

Approval Actions

Action	Description
Approve	Authorize the request
Reject	Deny the request with reason
Return	Send back for correction
Forward	Escalate to next approver

DTR Statistics and Analytics

Employee Statistics

View individual attendance patterns:

Metric	Description
Attendance Rate	Percentage of days present
Average Time In	Typical arrival time
Average Time Out	Typical departure time
Tardiness Frequency	How often employee is late
Leave Utilization	Leave credits used vs available

Organizational Statistics

Monitor attendance across the organization:

Report	Description
Daily Attendance	Who's present/absent today
Monthly Summary	Attendance trends for the month
Tardiness Report	Employees with frequent tardiness
Undertime Report	Employees with undertime issues
Leave Patterns	Leave usage across the organization

Best Practices

For Employees

• Scan biometric immediately upon arrival and departure
• Submit pass slips before leaving, not after
• File mission slips in advance when possible
• Keep track of leave balances

For Timekeepers

• Verify biometric sync daily
• Process manual entries promptly
• Maintain supporting documentation
• Generate reports before payroll cutoff

For Supervisors

• Review and act on pending approvals timely
• Verify subordinates' attendance regularly
• Address attendance issues proactively
• Ensure proper documentation

Common Issues and Solutions

Issue: Biometric Entry Not Appearing

Possible Causes:

1. Device not synced
2. Wrong biometric ID
3. Sync schedule not reached

Solutions:

• Check device connection status
• Verify employee's biometric ID
• Manually trigger sync
• Add manual entry if urgent

Issue: Duplicate DTR Entries

Possible Causes:

1. Multiple biometric scans
2. Both biometric and manual entry

Solutions:

• Review and delete duplicate entries
• Keep the most accurate entry
• Adjust device sensitivity if recurring

Issue: Cannot Approve Timekeeping Document

Possible Causes:

1. Not designated as approver
2. Approval path not configured
3. Previous step not completed

Solutions:

• Verify approval path configuration
• Contact HR to update approvers
• Check if prior approval is pending