Posting Attendance

The Post option enables you to post attendance from the Attendance batch file (attend) to your Human Resources database. Posting attendance has the following effects:

• Updates leave bank records for employees.
• Creates Leave Without Pay records, provided that date checking is enabled.
• Changes the Posting Status field in employee attendance records.

One other effect is that when school districts post attendance, the system creates timecards for any substitutes who filled in during employee leave. Districts can choose to post attendance for employees and substitutes separately. This allows paying a substitute in a pay run other than the one associated with the absent employee.

Attendance entries cannot be changed or deleted after you post them. Before posting, run the Attendance Edit Listing and Attendance Posting Preview reports to check your records for accuracy, and then correct them in the Attendance Information page.

Menu Path

From the Human Resources menu, select Entry & Processing. From the Employee menu, select Attendance. From the action bar, select Post.

Prerequisites

Complete the following steps before running the Post option:

1. Enter attendance in the Attendance Information page.
2. In Pay Run Processing, set up a pay run and load employees' timecards.
3. Run the Attendance Edit Listing and Attendance Posting Preview reports to check records in the batch file.
4. Correct records in the Attendance option before posting them.

Post Attendance Human Resources

1. On the Attendance Information page, from the action bar click Post.
2. In the Search Criteria section, enter criteria identifying the records to post, then click Search.

3. In the Post Attendance For section (school districts only), select:

   Substitute Only	Creates timecards for substitutes and changes the employees' posting status to S - Substitute Only.
   Employee Only	Updates employee leave banks, creates timecards for Leave without Pay where applicable, and changes the employees' posting status to E - Employee Only.
   Both	Processes both employee and substitute attendance, producing all of the above results. This changes the employees' posting status to P - Posted.

4. In the Posting/Report Information section, complete the following fields:

   Sort Order	Select: 1 - Department/Name - By department, then name (default). 2 - Department/Employee # - By department, then employee ID. 3 - Name - By employee name only. 4 - Employee # - By employee number only. 5 - Check Location/Name - By check location, then employee name. 6 - Base Location/Name - By base location, then employee name.
   Substitute Pay Run	Select the pay run set up for substitute employees. This field cannot be accessed if Employee Only was selected (school districts only).
   Employee Pay Run	Select the pay run set up for regular employees. This field cannot be accessed if Substitute Only was selected (school districts only).

5. Click Accept.
6. In the Confirmation dialog, click Yes.
7. In the Print window, enter settings for generating the Attendance Posting report, and then click OK. The report's default file name is attpost.rpt.
8. Review the Attendance Posting report. You should retain this and the original Attendance Edit Listing report for auditing purposes.

Correct a Posted Attendance Record that Contains Errors

1. On the Attendance Information page, click Add New to access the Employee tab.
2. In the Employee Number field, identify the employee whose attendance you want to correct.
3. Enter the same data as the original record, except in fields being corrected.
   • Use positive or negative numbers to adjust the records as needed.
   • Make a notation of the employee ID, pay code, and other data. This could prove helpful when you run the Post option, especially if the batch has other unposted records.
4. Click Accept to save the record.

5. From the action bar, click Attendance Report to generate the Attendance Edit Listing report, and then follow the procedure in Generating Attendance Reports.
   Additional guidelines to keep in mind while completing the Attendance Report page:

   • In the Report Criteria section, be sure to identify the records you want to review.
   • In the Status Type field, select the type of records you want to review:
     • A - Attendance - Selects records from the Attendance option (default).
     • T - Timecards - Selects records from payroll processing.
     • B - Both - Selects all attendance records.
6. Review the Attendance Edit Listing report to check your entries, and then use the Attendance Information page to delete faulty records, add new records in their place, and make additional corrections.
7. Run the Post option again.

Examples of Attendance Records Corrections

Following are examples of how the previous procedure can be used to adjust or cancel out posted attendance records. Each example presumes that the associated pay run has not been calculated. If an incorrect attendance record is used in a calculated pay run, you need to make other adjustments to rectify the error.

Example 1: A record was entered with 8 instead of 7 leave hours. To correct this, create a new record with the same data, except the entry in the Hours/Days field should be -1 to adjust the employee's leave bank. If applicable, the substitute's pay would also be corrected, provided the original entry was system-generated. If not, you must adjust the pay accordingly in the new record.

Example 2: A record with 16 leave hours used an incorrect date range. Create a new record with -16 as the value in the Hours/Days field. Except for the notation in the Remarks field, all other data should be exactly the same, including the dates. This record cancels out the first. You can now create another record that uses the correct leave hours, dates, and other information.

Example 3: If a record was entered with an incorrect pay code, use the same approach as the previous example. Cancel out the original record by creating a new one with same pay code, dates, and other information, but use negative values for the employee's hours/days. For example, to cancel 7 leave hours, enter -7 in the Hours/Days field. After these steps, create and post another record with the correct pay code.