Introduction
Attendance Audits flag inconsistencies and potential errors in time and attendance records. It provides an extra tool to help Workforce Users verify their attendance before submitting it to payroll. Similar in concept to Payroll Audits, these audits are applied toward time imports helping to ensure that all imported data is accurate and reliable, helping maintain the integrity of payroll processes. This article will explain the available Attendance Audits, how to configure them, and how they are flagged when importing punches.
Setting up Attendance Audits
Attendance Audits are found in the Company Setup menu under Rules & Alert: Company > Rules & Alerts > Audits Card.
Next, ensure that Attendance Audits is selected, as this screen will automatically default to Payroll Audits. Then click the blue button that says "+ New Audit".
The system will then prompt the following fields to be completed:
- Select Audit - This is where you select the Audit Type that you would like to set up. Once the Payroll Audit is selected, additional fields will populate.
- Audit Name - The Audit Type that was selected will automatically be listed as the Audit Name. There is the ability to edit this field, as this will be the heading that shows when this Attendance Audit is flagged.
- Audit Description - This will describe what this Attendance Audit will flag after time is imported. A description will automatically populate in this field and there is again the ability to adjust the description accordingly.
With certain Attendance Audits, you may need to establish the parameters of the audit further define what the Audit will flag. In this example, we are setting up a Punch Duration audit which will flag when the punch duration is longer than a specified amount of hours. With this audit, there is an additional field for Enter Hours where the duration for this audit can be set.
Running Attendance Audits
After setting up Attendance Audits within the system, there will be a section for Audits with each import that is completed. Any Attendance Audits that are set up will scan the import and flag any employees that meet the parameters of the audit.
- Audit Overview - The left-hand menu of the Audit screen will list of each audit that was flagged, along with a corresponding number indicating the number of employees for whom this audit was flagged. This will provide a quick summary of the scope and magnitude of the audit findings.
- Employee Listing - Using the left-hand menu to view the specific audit, you will see a listing of employees who were flagged and a brief description explaining why.
- Audit Review - As you review each employee that is displayed here, you are able to click on their name to review their timecard, conduct a more detailed review, and make any changes if necessary. If everything looks good, you then have the option to approve the Audit directly from the Audit screen. To do this, you can either "Select All" to approve all employees at once, or you can approve each employee one at a time by clicking the blue "Approve" button next to their name. By approving these employees, you are indicating that the audit findings have been reviewed and validated, signaling readiness to proceed with the time import.
- Approvals - After you approve any payroll audits that were flagged, they will then show under the "Approvals" tab in the left-hand menu. This tab is where you can confirm the payroll audits that were approved for each employee and also see who approved them and when.
Once the Attendance Audits have been reviewed, you can then proceed to the Verification step of the time import.
Types of Attendance Audits
Attendance Audit Name | Attendance Audit Description | Attendance Audit Example |
Paid overtime | This audit will flag the collective punches that were imported and identify any employee with overtime hours. | An employee with 42 hours in punches will be flagged in this attendance audit. |
Punch Duration | This audit can be set up to flag the punch duration of a shift that is longer than a specified threshold. | A punch duration audit that flags any employee who worked 10 or more hours in a shift. |
Daily labor | This audit can be set up to flag when an employee’s daily labor is Equal, Not Equal, Less, and/or Greater than a specified amount that you set the threshold for. | A daily labor audit that flags any employee who worked less than 6 hours in a shift. |
Duplicate or Overlapping Pay | This audit identifies duplicate punch records and is relevant only for companies importing an outside file into Empeon's attendance module. | This audit only flags hours imported to Attendance from a 3rd party solution and is not applicable to clients whose employees punch into Empeon via a physical clock or ESS. |