Shift exceptions are errors in clocking in and out, which cause problematic time card data. Before you can export your time records for a payroll system, you must find and fix all the shift exceptions for the date range you want to export. (Time and Attendance [TAA] won't be able to complete the export if it detects any exceptions.)


A good practice is for a manager or supervisor to regularly check the time cards (perhaps daily) of the team they are responsible for so that all shift exceptions are handled prior to the need to perform the export for payroll. The Shift Exceptions tool can make that task much easier.

Note: For an explanation of what the various shift exceptions indicate, see An Introduction to Shift Exceptions.

To find and fix all the shift exceptions for the time range you need to export (such as a pay period), follow these steps:


  1. Click  >> Shift Exceptions.
     
    The Shift Exceptions screen will appear.
      
  2. In the Employees tree, select the check boxes to the left of the departments (or individual employees) you need to find and fix exceptions for.
    Note: To choose all your employees, you can select the check box for your top-level department. To specify just a portion of your worker base, you may need to expand higher-level departments until you get to the one you want.
  3. Under Date Range in the Exceptions pane, click the Start Date calendar picker and select the beginning of the time span to check (for example, the beginning of the pay period).
     
  4. Click the End Date calendar picker and select the end of the time period.
     
  5. Under Exception Types, select/deselect the types of shift exceptions you need to check. ( means selected, and  deselected.)
    Note: Again, for a description of the shift exceptions, see An Introduction to Shift Exceptions.
  6. To add a Vehicle column to the results, select Include Vehicle Name under Settings.
    Note: If a vehicle was associated to the shift in question (such as for drivers with selected buses), its name will appear in the exception row.
  7. Click  at the top right of the screen.
    Note: You can have the results reload every 30, 60, or 120 seconds by selecting Auto Refresh and the top right, clicking its drop-down arrow, and choosing the refresh rate.
    The shift exceptions will appear in the grid, listed by date and employee name.
      
  8. To fix the exceptions, follow the steps corresponding to the type of exception, starting with the one at the top of the list:
     
    • Incomplete Shift: Go to step 9.
       
    • Invalid Job Type: Go to step 10.
       
    • Invalid Punch ID: Go to step 11.
       
    • Invalid Assignment/Invalid Job Code Assignment: Go to step 12.
      Note: If the shift in question should just be deleted, you can right-click its row in the grid and select Delete — and then Yes in the confirmation dialog box (for any type of exception). Be careful that you do not delete a shift that the employee actually worked!
  9. Follow these steps to fix an Incomplete Shift exception:
     
    1. In the results grid, right-click the row of the shift to open a menu with tool options to handle the exception.
         
    2. Select Quick Edit Time Card.
      Note: If you need to see the time card as a whole to handle the incomplete shift, select Open Employee Time Card. (See Handling Incomplete Shifts from the Time Card for details.)
      A pop-up window will appear, displaying the details of the shift causing the exception, plus the corresponding GPS Reference Data grid (if applicable). The shift will be highlighted in red.
        
    3. In the Edit Shift area, click the Start or End time picker () and select the punch-in or punch-out value (depending on which is missing).
      Note: A driver's work is linked to their vehicle's activity and appears in the GPS Reference Data grid, so you might be able to use the actual driving hours recorded by the GPS device when fixing their shift. For example, to set the Punch In time, select the correct row in the GPS Reference Data grid and then click the Fill from GPS button () to the right of the Start field time picker and delete icons. You can do the same for the Punch Out time (using  for the End field).
    4. Click Save Shift.
       
      The message "Shift saved successfully" will appear at the top right.
       
    5. Click Close to exit the Quick Edit Time Card window.
       
      In the row of the exception, the Modified check box will be selected; this can help you keep track of the shift exceptions you've fixed.
       
    6. Proceed to the next exception and fix it using the appropriate steps (as indicated in step 8).
       
  10. Follow these steps to fix an Invalid Job Type exception:
     
    1. In the results grid, right-click the row of the shift to open a menu with tool options to handle the exception.
         
    2. Select Change Job Type.
      Note: You can click Quick Edit Time Card and change the job type in the pop-up window if you prefer, but Change Job Type is simpler. If you need to see the time card as a whole, select Open Employee Time Card and then edit the time card itself. (See Editing an Employee's Time Card if needed.)
      The Change Job Type dialog box will appear.
        
    3. Click the Select New Job Type drop-down arrow and select the type that should have been entered for the employee's shift. 
       
    4. Click Apply.
       
      The message "Job Type Changed!" will appear at the top right.
        
      In the row of the exception, the Modified check box will be selected; this can help you keep track of the shift exceptions you've fixed.
       
    5. Proceed to the next exception and fix it using the appropriate steps (as indicated in step 8).
       
  11. Follow these steps to fix an Invalid Punch ID exception:
     
    1. In the results grid, right-click the row of the shift to open a menu with tool options to handle the exception.
         
    2. Select Change Employee Assignment.
       
      The Select Employee dialog box will appear, displaying your departments in a tree structure.
       
    3. Click the Search tab.
      Note: Alternatively, you can expand higher-level departments on the Tree tab until you get to the department containing the correct employee and click their check box (and then skip to step f), but usually, it will be easier to search for them by name.
       
    4. In the drop-down field, select the employee name and type the name of the employee (or part of their name) who performed the shift but entered the wrong punch ID.
       
      Matching names will appear in a drop-down list.
       
    5. Select the employee from the list.
       
    6. Click Apply.
       
      The message "Shift corrected" will appear at the top right.
        
      In the row of the exception, the Modified check box will be selected; this can help you keep track of the shift exceptions you've fixed.
       
    7. Proceed to the next exception and fix it using the appropriate steps (as indicated in step 8).
       
  12. Follow these steps to fix an Invalid Assignment/Invalid Job Code Assignment exception:
     
    1. In the results grid, right-click the row of the shift to open a menu with tool options to handle the exception.
         
    2. Select Change Job Type. (Often, fixing the job type will fix Invalid Assignment/Invalid Job Code Assignment.)
      Note: The employee must have job codes assigned to them in order to fix this. If they don't, you'll get the message "No valid Sartox job types for this Employee" (if Sartox's SunPac is your payroll system) or "No valid Generic job types for this Employee" (if you're using the Generic export type along with job code assignments). (You can see if they have an assignment on the TAA Core >> Employee Assignments screen.) You may need to make sure that the assignment information in Sartox is correct to fix the exception.
       
      You can click Quick Edit Time Card and change the job type in the pop-up window if you prefer, but Change Job Type is simpler. If you need to see the time card as a whole, select Open Employee Time Card and then edit the time card itself. (See Editing an Employee's Time Card if needed.)
      The Change Job Type dialog box will appear.
        
    3. Click the Select New Job Type drop-down arrow and select the type that should have been entered for the employee's shift. 
       
    4. Click Apply.
       
      The message "Job Type Changed!" will appear at the top right.
        
      In the row of the exception, the Modified check box will be selected; this can help you keep track of the shift exceptions you've fixed.
       
    5. Proceed to the next exception and fix it using the appropriate steps (as indicated in step 8).