“Time Tracking” scenario
Time Activity Codes
Path: Absence Reasons
Time Activity Code (Absence Reason) – defines the types of employee presence or absence at the workplace, which help determine the overall type of activity (presence, sick leave, vacation, business trip, other) and the main rules for their processing in the system. Time activity codes can be set for each company. In the provided database, the directory contains time activity codes that correspond to the official timesheet, sometimes subdivided into additional codes to ensure correct payroll calculation for each case.
Absence reasons can be created, edited, or deleted both from the Absence Reasons list and from the individual absence reason card.
| Field | Description |
|---|---|
| Code | Time activity code. Clicking on the code (when not in editing mode within the Absence Reasons list) opens the corresponding absence reason card for easy editing and deletion. |
| Description | Short name (description) of the time activity code. |
| Description (English) | Short name (description) of the time activity code in English. |
| Detailed Description | Detailed description of the time activity code. |
| Unit of Measure Code | Unit of measure for absence time. Not used in the current version. |
| Timesheet Code | Officially defined timesheet code displayed in official documents, corresponding to the current time activity code. |
| Time Activity Type | Type of time activity: Presence, Business Trip, Vacation, Sick Leave, Other. |
| Vacation Type | Defines the vacation type for time activity codes categorized under "Vacation." |
| Sick Leave Type | Defines the sick leave type for time activity codes categorized under "Sick Leave." |
| Element Code | Payroll element code responsible for calculating this type of absence. This field is useful for activities recorded via absence orders. When selecting an active code, the payroll element code is automatically assigned according to system settings. |
| Allow Combination | If enabled, this time activity code can be used in the timesheet alongside another time activity code for the same date. |
| Allow Overtime | If enabled, this time activity code can have more hours recorded in the timesheet than those defined in the planned calendar. This option should be active for different types of overtime work. |
| Allow Overrides | This option can be enabled to allow changes in a closed period. |
| Paid Activity | If enabled, this time activity code is considered paid and is processed in payroll calculations. This field affects the calculation of paid days in absence orders (except sick leave orders). For paid absences, the pay percentage is 100%, and the number of paid days equals the calculated number of days in the order. |
| Retain Rate | Not used in the current version. |
| Use Accruals | If set to "Yes," this time activity type is subject to time control as required by legislation (or local labor norms) and actual usage of rest/absence time. This functionality is typically used for tracking an employee's accrued vacation days but can also be applied to other activities, such as days off. A more detailed description of accrual period calculations for vacations is provided in the Vacation Planning scenario. |
| Exclusion Period Group Code | Used to exclude periods when calculating vacation balance. Activity codes specified in the settings will be excluded when counting earned vacation days. More details on accrual period calculations for vacations are provided in the Vacation Planning scenario. |
| Depends on Worked Time | Used for vacation balance calculation. Set to "Yes" if the number of accrued vacation days depends on worked time (e.g., annual leave). A detailed description of accrual period calculations for vacations is available in the Vacation Planning scenario. |
| Include Holidays in Calculation | Used for vacation balance calculation. If set to "Yes," the earned vacation period count will include holidays. More details on accrual period calculations for vacations are in the Vacation Planning scenario. |
| Min. Required Days per Year | Used for controlling the annual vacation calculation period. A detailed description of accrual period calculations for vacations is available in the Vacation Planning scenario. |
| Include Holidays in Order | Used when calculating vacation days in an order. If set to "Yes," holidays are considered calendar days (for vacation types that are not extended due to holidays). |
| Exclusion Days Group Code | Used for calculating days that should be excluded from the period when determining the average salary. |
| HR Order Number Series | Default selection of HR order number series for this active code. |
| Text Template | Default selection of an HR order text template for this active code. |
| Absence PF Report Code | Absence code for the printed report form. |
| Paid Days | Determines the payment method for absence days: • Calendar Days – absence days are paid based on calendar days; • Working Days – absence days are paid based on the employee’s work schedule; • Official Working Days – absence days are paid based on the official working calendar. |
| Minimum Work Period | Adds a validation check when creating a vacation order if the employee has worked for less than the specified period (Valid time units, e.g., D). |
| Current Year | When enabled, vacations can only be used for the current period. |
| Priority | Defines the vacation priority when entering a vacation order via the Create Lines function. |
| Accrual Period | Available options: • Calendar Year • Work Year. Allows configuring only vacation-type records. |
| Total Absence (Base) | Defines the total number of absences (calculated in days or hours) for all employees. |
| Check Balance as of Date | This option can be activated. |
| Person Category | Person category according to the payroll directory. |
| Include in Insurance Record | Checkbox option to include the period in the insurance record. |
| Event Type | For some time activity codes (e.g., Business Trip, Maternity Leave, Suspension), event types must be specified. When creating a vacation or absence order, these event types are added to the order line. When processing vacation or absence orders with activity codes that specify an event type, records are created in the E-Work Record system (more details in the scenarios Vacation Order Processing for E-Work Record and Absence Order Processing for E-Work Record). |
Timesheet Codes
Path: Administration/Timesheet Codes
Time activity codes used for generating timesheets and officially approved by legislation are called Timesheet Codes.
| Field | Description |
|---|---|
| Code | Timesheet code. |
| Description | Description of the timesheet code. |
| Description (English) | Description of the timesheet code in English. |
| Numeric Code | Numeric code of the timesheet. |
Each time activity code can be assigned a timesheet code, which can be used for generating printed forms.
Time Activity Groups
Path: Administration/Time Activity Groups
To facilitate payroll calculations and report generation, time activity codes are grouped into Time Activity Groups according to the type of presence/absence codes.
At the top of the page, the following fields are defined for the time activity group: Code, Description, Description (English), Export to HCM.
On the Lines tab, the Start Date of the time activity group is defined, determining when the filtering will be applied in algorithms and calculations. Additionally, a list of Time Activity Codes (specified in the Activity Code Filter field) or Timesheet Codes (specified in the Timesheet Code Filter field) is set. The filter value does not need to be entered manually, as it is automatically generated when specifying the activity code on the Time Activity Code Filters page.
If the Exclude checkbox is enabled, the system will search for records not equal to the values in the filter.