Table of Contents
A.
Setting ............................................................................................................... 3
Shift Maintenance ........................................................................................................ 3
Rule Maintenance ........................................................................................................ 4
Shift Schedule.............................................................................................................. 4
B.
Calculation ........................................................................................................ 5
Shift End Buffer Example .............................................................................................. 5
Attendance Transaction ................................................................................................ 6
Attendance Map ........................................................................................................... 7
My Team Attendance ................................................................................................... 7
C.
Attendance Report ........................................................................................... 8
Attendance Report ....................................................................................................... 8
Attendance Detail Report .............................................................................................. 9
Attendance Request Listing Report ............................................................................. 10
Overtime Report ....................................................................................................... 10
D.
AC Payroll Application and Employee Self Service (ESS) ............................. 11
Clocking using AC Payroll App ..................................................................................... 11
Apply Overtime .......................................................................................................... 12
Apply Shift Adjustment .............................................................................................. 13
Apply Leave .............................................................................................................. 14
E.
Appendix ......................................................................................................... 15
Appendix 1: Scenario Calculation Examples ................................................................. 15
Appendix 2: Things to take note ................................................................................. 18
This documentation provides step-by-step instructions on using the Overnight Shift feature in AutoCount HRMS. This feature is designed to accommodate work schedules that span across midnight, ensuring accurate tracking of working hours, breaks, and overtime. Follow this documentation to configure and optimize the feature for your needs.
A. Setting
1.Shift Maintenance (Human Resource > Attendance Management > Shift Maintenance)
i.Configure working hours such as the Clock In time, Break Times and Clock Out time.
ii.Clock Out: [Same day] or [Next day] Option is available. Select Next day for Overnight shifts, Same day for Standard shifts.
iii.Shift End Buffer: When [Next day] is selected, a Shift End Buffer column appears. It defines maximum time or cutoff for shifts.
iv.Any attendance transactions after the shift end buffer will be considered as the next shift transaction.
v.The total shift working hours, including the buffer time, must not exceed 24 hours.
Example:
Shift starts at 9.00 PM and ends at next day 6.00 AM with a shift end buffer of 240 minutes.
With the shift end buffer of 240 minutes, any attendance transaction that happens in between 6am to 10am will be considered as overtime (if applicable).
2.Rule Maintenance (Human Resource > Attendance Management > Rule Maintenance)
i. Setup default rule and daily default shift settings.
ii. Setup early out, lateness and overtime configure setting.
iii. Provides clock in/out restriction setting for employees.
iv. Can restrict employees to clock in/out based on pre-defined Location, Wi-Fi, and/or Bluetooth device.
v. Request employees to take a photo during clock in/out with the option to use face recognition.
3.Shift Schedule Setting (Human Resource > Attendance Management > Shift Schedule)
i. Setup
ii. Setup wizard available for easy setup of shift schedule for employees.
iii. Ability to copy schedules of existing employees.
B.Calculation
1.Shift End Buffer Example:
Shift End time: 4.00am | Buffer 180 Minutes
If employee clocks out before 7.00am, 3 hours will be considered as extra hours for the same days shift. The system will also AUTOMATICALLY force clock out at 7.00am. Any attendance transactions after 7.00am will be treated as Over Time for next day shift if applicable.
Kindly refer to the below scenario with timeline for your reference.
Shift – Monday 8.00pm to Next Day Tuesday 4.00am
Shift End Buffer - 180 min
Actual clock in/out - In at 8 pm, out at 6am
Expected result – Worked hours 8 hours and OT 2 hours for Monday shift.
2.Attendance Transaction
i.To check attendance scenarios, employee attendance status, details, lateness, early out and overtime.
ii. For overnight shift’s day end calculation, kindly wait 24 hours after shift ended, to let system finalize all the attendance data and overtime (if applicable).
3.Attendance Map
i.Shows employee clock-in location
Now the date is sort by ascending order. Green colour-Clock In, Red colour- Clock Out.
4.My Team Attendance
i.Employee attendance status
When preview overnight shift clock, it will show the date clock in, and date clock out which represent overnight shift clock.
Eg filter by date 2 December 2024. Data will show clock in on 2 Dec 2024 and clock out on 3 Dec 2024.
C.Attendance Report
Attendance Report - No changes on this report. All remain same.
Attendance Detail Report - Added * - to indicate Over Night attendance
Note: * Indicates Overnight Attendance Transaction
Attendance Request Listing Report – Added Shift Date and Next Day Information
Overtime Report - No changes on this report. All remain same.
D.AC Payroll Application and Employee Self Service (ESS)
i. Employee using AC Payroll to clock- No changes.
AC Payroll > Attendance > Clock In/Out
*Remember update you application to latest version 3.0.5.
ii. Apply Overtime through ESS or Mobile App - New Layout
Web: Human Resource > My Attendance > Attendance Request > Add New
Mobile App: Attendance > Request > Add
i． The ‘selected date shift’ provides info on the shift including the shift cut-off time information.
ii． Users are required to select date, start, end time and provide reason.
iii. Apply Shift Adjustment through ESS or Mobile App - New Layout
Web: Human Resource > My Attendance > Attendance Request > Add New
Mobile App: Attendance > Request > Add
i. The ‘selected date shift’ provides info on the shift including the shift cut-off time information.
ii. Users require select date, start, end time and provide reason.
iii. The start time cannot overlap with previous shift end buffer.
iv. If the adjustment involves the next working day, kindly tick next day.
Eg: Current Shift 2100-0600
Able to apply for Over Night 2000-0500 or Same Day 1400-2100.
iv.Apply Leave through ESS or Mobile - New Layout
Web: Human Resource > My Leave > Apply Leave > Add New
Mobile App: Leave > Add
i. Employees must select leave date based on the shift start date.
ii. Half Day Leave- AM Leave has been renamed to First Half and PM Leave renamed to Second Half.
Scenario
Shift Starts on Tuesday 10/12/2024 at 8.00pm
Break 1 hour, 12am to 1am
Shift Ends on Wednesday 11/12/2024 at 5.00am.
Appendix
Appendix 1 – Scenario Calculation Examples
Scenario 1
Shift – Thursday 5 pm to next day Friday 1 am
Shift End Buffer - 240 min
Actual clock in/out – In at 5 pm, Out at next day 1 am, In at 1.30 am, Out at 4 am
Expected result – Worked hours 8 hours and OT 2.5 hours for Thursday shift.
Scenario 2
Shift – Monday 10 am to Tuesday 1 am with 4 hours break.
Shift End Buffer – 240 min
Actual clock in/out – In at 10 am, Out at 1 pm, In again 5 pm, Out at 3 am
Expected result – Worked hours 11 hours and OT 2 hours for Monday shift.
Scenario 3
Shift – Wednesday 8 pm to Thursday 4 am
Shift End Buffer - 60 min
Actual clock in/out - In at Wednesday 8 pm, In at Thursday 6am
Expected result – Incomplete for today shift. Worked Early OT for next day shift if applicable.
Appendix 2- Things to take note on Cross Night Shift
1.Shift Duration – The total working hours with overtime, including the shift end buffer, must not exceed 24 hours.
2.Shift Scheduling – Each employee is allowed only one shift per day.
3.Shift End Buffer – Recommend putting minimum 30 minutes.
4.Overtime Request – Overtime must be scheduled within the designated day end buffer time, ensuring both
the start and end times fall within this window.
5.Shift Adjustment – Shift adjustment is permitted for both overnight shifts and same-day shifts.
6.Leave Applications – Half-day leave now named as "First Half" and "Second Half."
7.Leave Settings – For cross night shifts, it is recommended to use full day or hourly leave settings to achieve more accurate results.
8.Leave Modifications – Switching between half-day leave and hourly leave is not recommended, as it may cause discrepancies in attendance and leave records.
9.Clock-In Restrictions – For shifts beginning at 12 AM, clocking in prior to 12 AM is not permitted.
10.Overtime Limitations – If a shift ends at 11 PM, any overtime worked cannot extend beyond 12 AM on the same day.