13.1 Exceptions

Exceptions

Using this window will display all employee actions which require manual intervention (no need to print any reports first). It applies to all employees in the list. Click on ‘View’ then ‘Exceptions’ from the menu bar and select the date range required. It defaults to the current period excluding the current day. To switch between the existing pay group date ranges set, click on ‘Change Date Range’. Double-click on any entry to go to the Daily Details window, for that employee on the exception date to resolve the exception. For a list of individual exceptions you can select them from the list on top. You can also sort the results by clicking on the appropriate column header. Exceptions can be customized from ‘Setup’, ‘System Preferences’ (see Configuration manual for more info). 

Daily Exceptions 

The Daily Exceptions are displayed when opening the Exceptions window. JT will search for all exceptions which have been set on the Preferences window, explained in the Configuration Manual. Each different type of exception is listed in a different colour to assist with identifying them: Missing Clockings, Absence, Short time, Unpaired Clockings, Multiple Clockings, ‘Out’ as first clocking, Route Exceptions, Missing Job Clockings, Non Scheduled Work, and JT Clock Out of area. To view all exceptions only of a particular type, you can select it from the list found at the top of the Exceptions window. 

Missing T&A Clockings

 A missing clocking will be listed if the employee has either not clocked In or Out for T&A during his/her workday. As with all exceptions you can double-click on the entry and make the necessary adjustment in the Daily Details window.

Absence 

An employee who has no clockings on a day specified as a work day will be listed as absent for the day. Double-click on the entry and make the necessary adjustment in the Daily Details window. If an employee is absent for a number of consecutive days, for example annual leave, you can use the Multiple Adjustment feature explained in the Multiple Actions section of this manual.

Short Time

This will show all employees who have more than the specified amount of short time. There is an option to ‘Only show short time for days when the employee is not absent’ as absence generally results in short time too. This can be activated when the ‘Short Time’ option is selected. This becomes useful as an employee who leaves site half way through the day (with permission and without the supervisor notifying payroll immediately) will not have a missing clocking or be absent but will still appear on the exceptions list as having ‘Short Time’. Now the short time can be sorted out before the employee is short paid.

‘Out’ as first clocking

This option should/can only be used if the ‘Original Direction’ of the clockings is being recorded (using In and Out readers). When an ‘Out’ clocking exists as the first clocking of the day there is normally something wrong. Either the employee didn’t clock ‘In’ first, or the transactions from the ‘In’ reader have not yet been collected, or the shift setup has incorrectly allocated the clockings to the day.

Whatever the case, the Exceptions list will find them, allowing you or your supplier to take the necessary action.

Multiple Clockings

This option is used to list all employees that clocked more than once within the selected time frame. This is useful for identifying employees who do not pursue the correct usage of the access control system. For example, someone clocking ‘In’ twice through a turnstile might be granting access to an unauthorized person. Such transactions could be the cause of Missing Clockings. If ‘Only if from same direction’ is selected, the Exceptions window will only list transactions which happened more than once from the same direction within the specified time frame. This can be useful for employees that may go ‘In’ then ‘Out’ of a turnstile which is acceptable.  

Unpaired Clockings

This will list all of the days where the clockings are not paired. A paired set of clockings is an ‘In’ direction, followed by an ‘Out’ direction. As soon as they mismatch i.e. ‘In’ then ‘In’ or ‘Out’ then ‘Out’ etc. anytime during the day, JT will not calculate any totals. This option will force the operator to investigate the cause and take necessary action. As soon as any manual edit has been made on the day, JT will begin the calculation of times again.

Route Exceptions

This option will list all employees who clocked in or out of an access control point without clocking ‘Out’ at the time and attendance point first. Double-click on the entry to list all transactions for the day.  

Missing Job Clockings

When Job Costing is in use this option lists employees who have incomplete job clockings.

 JT Clock Out of Area

This option will list all employees who are clocking via JT Clock, but clocked somewhere out of their assigned Area.

Non Scheduled Work

This option will list all employees who have clocked on day that was not meant to be a working day according to what has been assigned.

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