Employee Attendance Request
The employee asks for his own day to be corrected, his manager approves it, and the corrected times reach the attendance record. Use it instead of letting HR type over days directly.
What it is for
Somebody's finger was not read at the gate and his day says absent. Two ways out of that. HR opens Employee Attandance and types the times in, or the man raises this request and his manager approves it.
The second is the one to set up for a client of any size. The correction is asked for by the person it concerns, approved by somebody who is answerable for it, and the whole thing is on record. Five hundred people will produce missed punches every week, and a client who lets HR silently fix them has no way of knowing whether the figures mean anything.
The request carries its own period and the days inside it, with what the schedule said and what the reader got, so the manager approving it can see what he is agreeing to rather than taking a sentence on trust.
How far back a correction may be dated is a limit the client sets. Without one, a man can ask in December for a day in February to be changed, long after it was paid for. With one, a request dated further back than the limit is refused when it is saved.
A day that is already inside a saved Payroll Attendance sheet cannot be corrected through a request either. The sheet has to be deleted, the correction let through, and the sheet made again.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The document number. | Fills itself. Leave it. | |
| Employee | Whose attendance is being corrected. | EMP-0142 | Required. Pick from the list. For an employee raising his own request this is himself. |
| Name | Their name. | Imran Shahid | Fills itself. Leave it. |
| Attendance Activity Date | The one day the request is mainly about. | 14-Mar-2026 | Use it for a single day correction, which is nearly every request. |
| Attendance Time In | The arrival time being asked for. | 08:05 | |
| Attendance Time Out | The departure time being asked for. | 17:10 | |
| Notes | Why the day is wrong. | Finger not read at gate 2, confirmed by shift supervisor Rashid Ali | Required in practice. A request with nothing written in it should not be approved. |
Period
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Date From | The first day the request covers. | 14-Mar-2026 | Required. |
| Date To | The last day it covers. | 14-Mar-2026 | Required. Same date for a single day. Keep the range small, because the manager has to read every line. |
Organization Assignment
These fill themselves from the employee and are there so the approver can see who he is dealing with. None of them is typed.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Business Area | The employee's business area. | Fills itself. Leave it. | |
| Function Area | His functional area. | Fills itself. Leave it. | |
| Department | His department. | Fills itself. Leave it. | Spinning |
| Position | His position. | Fills itself. Leave it. | Machine Operator |
| Position Grade | The grade of that position. | Fills itself. Leave it. | |
| Site | Where he works. | Fills itself. Leave it. | Korangi factory |
Reporting To
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Name | Who he reports to, and so who is expected to approve. | Fills itself. Leave it. | Where it is blank, his reporting line is not set on his organisation assignment and the approval has nowhere to go. |
Details
One line per day in the period. The lines come back filled when the document is created.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line # | The line number. | Fills itself. Leave it. | |
| Schedule Date In | The date the shift was due to start. | Fills itself. Leave it. | |
| Schedule Time In | The time it was due to start. | Fills itself. Leave it. | 08:00 |
| Schedule Date Out | The date it was due to end. | Fills itself. Leave it. | |
| Schedule Time Out | The time it was due to end. | Fills itself. Leave it. | |
| Status | What the day currently amounts to. | Fills itself. Leave it. | The absent status is what a correction request normally starts from. |
| Action | Tick the lines actually being asked about. | Ticked on the one day | A period of a week with one bad day is one ticked line. |
| Date In | The arrival date being asked for. | 14-Mar-2026 | |
| Attendance Time In | The arrival time being asked for. | 08:05 | |
| Date Out | The departure date being asked for. | 14-Mar-2026, or the next date on a night shift | |
| Attendance Time Out | The departure time being asked for. | 17:10 | |
| Line Text | The reason for this particular day. | Gate reader failure, supervisor confirmed | Worth filling where a request covers more than one day for different reasons. |
How to configure it
- Agree the backdate limit with the client, usually seven days. Without it any day in the year can be reopened.
- Set up the approval so the request goes to the person named in Reporting To. A request nobody is routed to will sit unapproved and the day stays wrong.
- Tell the employee to raise one request per day, or one per short run of days with the same cause.
- He picks himself as Employee, sets Date From and Date To, and creates the document. The days come back with the schedule and the reader's record on them.
- He ticks Action on the bad day, types the true Date In, Attendance Time In, Date Out and Attendance Time Out, and writes the reason in Notes.
- He saves and sends it for approval.
- The manager reads the schedule against what is being asked for and approves or rejects it.
- Once approved, the corrected day reaches the attendance record and is visible on Employee Attandance.
- Check the period is clean before making the Payroll Attendance sheet.
Scenarios
"People keep forgetting to punch and HR fixes it quietly"
Stop them editing days and give them this screen. The day is still corrected, but now somebody asked and somebody agreed, and at the end of the quarter the client can see which gate and which department produce most of the requests. That is usually a reader that needs replacing rather than people who need telling.
"A man is asking for a day in February and it is now May"
The backdate limit refuses it, which is the right answer. February was paid. If the client genuinely wants to pay it, the honest route is an additional payment on the payroll side, not reopening a closed period.
"He forgot to punch out and left at five"
One line, Action ticked, Attendance Time Out 17:00, Date Out the same date. The arrival punch the reader did get stays as it was.
"The whole night shift is wrong because the out punch is on the next day"
That is not a per person request, it is a schedule problem. Check the shift's time template and the Shift Roster rather than asking forty men to raise requests.
"The request was approved but the payslip still shows the absence"
The Payroll Attendance sheet was made before the approval. Delete it and make it again. The sheet is what payroll reads, not the day.
What it is connected to
- Employee Attandance is where the days come from and where the approved correction lands. The attendance document shows which request it came from.
- The Shift Roster and its time template supply the schedule shown on each line.
- An Attendance Machine supplied the punch that is being disputed.
- Payroll Attendance locks a day once the period's sheet is made, so a request for a locked day is refused until the sheet is deleted.
- Where the day was not worked at all, the right document is a leave, an On Duty Request or an Exemption Request, not this one.
If something looks wrong
- "It says the correction is too far back" - the request is dated beyond the backdate limit the client set. The period is closed.
- "It says the day is already processed in Payroll Attendance" - the sheet exists. Delete it, let the correction through, remake it.
- "No lines came back" - the person has no shift for those dates, or he was not active in the range.
- "There is nobody to approve it" - Reporting To is blank, which means his reporting line is not set on his organisation assignment.
- "It was approved and nothing changed" - the Action tick was never put on the line, so nothing was being asked for.
- "The hours look wrong after approval" - Date Out is the same date on a night shift. It should be the following date.