This section provides an overview of how to adjust employee time and attendance records using the WFM features of Dayforce; by adjusting an employee's time and attendance records you are modifying the times and hours that the performed some action; Dayforce can track a variety of time, including when the employee worked, was on vacation, off sick.
Adjusting an employee's time and attendance records, by recording worked shifts or editing the times the employee started or stopped work, can have several ramifications, in addition to changing the number of hours they are paid for; WFM pay rules can examine a variety of factors, including how many hours employees work each day and week, when they work, and how often they take breaks. Adjusting these details then can impact not only the number of hours an employee is paid for but what premiums or overtime they earn.
In addition, the hours worked can impact accruals and balances, such as personal days, vacation hours, or sick days; recording that an employee was off sick one day, instead of just absent for their shift, can mean the employee is paid for the time (if sick days are paid), but it will also deduct a day from the employee's balance of available sick days.
Also, for employees who earn balances dependent on the number of hours they work, such as earning one vacation hour for every 35 hours they work, adjusting the number of hours an employee worked might also adjust the amount of balances they earn for a given pay period.
Other features of Dayforce might rely on accurate time and attendance records for reporting and planning purposes, including the Plan, task management, and project management features, and several time and attendance reports.
These reasons are all benefits to adjusting the time and attendance records of employees through the WFM features of Dayforce, instead of correcting their earnings directly through payroll with a quick entry; however, in some circumstances and depending on your organization's practices, it might be beneficial or more appropriate to use the quick entry functionality.
Adjusting time and attendance records through WFM requires that these features of Dayforce are configured and that you have access to either the Timesheets or Manager Timesheet features.
Note: Contact your system administrator for more information on what features have been enabled for you and whether Dayforce is configured as a WFM application as well.
Editing time and attendance records involves:
- Loading the timesheet for the appropriate dates and location: Depending on how Dayforce is configured, you load the timesheet in one of two ways: by selecting a week from the calendar, or by pay period. When loaded, the timesheet lists employees against the days of the week, creating a grid, so that each cell represents a single time and attendance record for a specific employee and date.
- Recording worked shifts: If an employee's time and attendance records don’t include all of the shifts they actually worked, correct the problem by recording a new, worked shift on the timesheet.
- Editing recorded shifts: If the shifts an employee recorded aren't accurate, edit their details by changing their start or end times or adding or removing meals and breaks.
- Making pay adjustments: Pay adjustments are used to record lump sum payments, typically for bonuses, commission pay outs, or other situations where employees earn a specific amount of money but it isn’t tied to working a set of hours; or the adjustments can be used to account for absences, covering unworked, scheduled time with sick or vacation time.
For detailed instructions on how to perform these actions and more information about the timesheet and time and attendance records in WFM, see Taking Attendance and Correct Pay in the Manager Guide.
You can also modify time and attendance records for employees using the Manager Timesheet. See Manager Timesheet in the Manager Guide.
When these changes are made for records within the current pay period, the results automatically flow through to payroll; adjusting that an employee worked 38 hours from 36 results in an additional two hours of time-driven earnings (assuming the time is mapped to an earning).
Note: Dayforce is already configured so that hours from an employee's time and attendance records drives the appropriate earnings within payroll; for example, an hour marked with the WRK pay code on the timesheet translates to one hour of regular earnings in payroll. For more information on how these mappings work and what time from the timesheet contributes to different earnings, contact your system administrator.
Any changes made to past pay periods that have already been approved result in retroactive adjustments, or 'retros'; Dayforce reapplies the WFM pay rules, recalculating if the employee should have earned overtime or premiums.
The important distinction is that if any retros are created that impact how employees are paid, such as recording a missed shift for a previous pay period, the corrections are reflected in the employee's pay of the current pay period.
For example, an employee was called in to work two unscheduled shifts over the last weekend in May but forgot to record it on their timesheet; because the employee is paid semi-monthly, the hours worked should have appeared on their second pay check for the month of May. However, neither the employee or their supervisor corrected the missed shifts and as such, the pay wasn't included on the employee's pay check. The employee reviews their earnings statement and notices the omission during the second week of June; to correct the omission, retroactive adjustments are created, recording the worked shifts on the last weekend in May resulting in another 16 hours of paid time.
Because these adjustments to the employee's time and attendance records were retros and for a pay period already paid, Dayforce adds the 16 hours of regular earnings to the current pay period.