Exemption Request

One man, one day, one mark to be forgiven. The screen reads what the day actually says, so the person asking cannot decide for himself whether he was late, and the approver sees the punches he is being asked to overlook.

Where

Time Management › Transactions › Exemption Request

Who uses it

The employee, approved by his manager

When

In the period the day falls in, before the attendance is closed

Needs first

Exemption Type

What it is for

He was twenty minutes late because the factory bus broke down. The mark is correct, the reason is good, and the client does not want it counted against him. That is this screen.

What makes it worth having rather than letting HR adjust the day is that the facts are not up for negotiation. Pick the employee and the date, and the day's own verdict appears, along with the punches it was arrived at from and the hours between them. The person asking does not get to call it a late when it was an absence, and the approver is not agreeing to a sentence, he is agreeing to an exemption against times he can see.

A day with nothing wrong with it cannot be exempted, and the screen says so rather than leaving the field quietly empty. A day the man was present on, or on leave, or that was his weekend or a public holiday, has no mark to forgive.

One case is treated specially and it is the most common one in a factory. A day with an in punch and no out punch reads as present, because nothing about the times was late or early. The entry is simply half recorded, and that is exactly what an exemption is for, so the missing entry outranks whatever the status would otherwise have been.

Once a request is released, the day counts as present and is kept out of the late, half day, early and absent counters when Payroll Attendance is built. Which exemption type was chosen does not change that. The type is there so the client can see afterwards how many of each reason there were, which is usually more useful than the exemptions themselves.

Where the man was not at the gate at all, this is the wrong screen. A day worked elsewhere is an On Duty Request. A punch the reader got wrong is an Employee Attendance Request.

Every field, in plain words

Field	What it means	What to put in it	Notes
Transaction	The document number.	Fills itself. Leave it.
Employee	Whose day is being exempted.	EMP-0142	Required. Pick from the list.
Name	Their name.	Imran Shahid	Fills itself. Leave it.
Transaction Date	The day being exempted.	18-Mar-2026	Required. One day per request.
Status	What is wrong with the day.	Fills itself from the day. Leave it.	Required, and not yours to choose. It is read from the day's own record, using the same calendar, shift and rules the attendance screen and the reports use. The five values are below.
Exemption Type	The reason it should be forgiven.	BUS	Required. Pick from the list built on Exemption Type.
Name	The reason in words.	Company transport delay	Fills itself. Leave it.
Attendance Time In	The punch in the day recorded.	Fills itself. Leave it.	09:22
Attendance Time Out	The punch out the day recorded.	Fills itself. Leave it.	Blank on a missing entry, which is the point.
Total Hours	The hours between the two punches.	Fills itself. Leave it.	Zero where either punch is missing.
Remarks	What actually happened.	Factory bus broke down at Shah Faisal, whole van late, confirmed by driver	Write it properly. The exemption type is a category, this is the evidence.

The Status values:

• MIS Missing Entry - one punch is there and the other is not. He was clearly at work and the record is half made. The most common request in a factory.
• ABS Absent - the day recorded nothing at all. Be careful approving these, because an absence with no punch and no leave is indistinguishable from a day not worked, and the remarks are the only evidence there will ever be.
• LAT Late - he arrived after his grace. The ordinary case for a transport delay.
• HLF Half Day - the day fell short enough to count as a half day under his shift's rules.
• ERL Early - he left before the end of his shift.

A blank status means the day has nothing wrong with it. He was present, or on leave, or it was his weekend or a public holiday, and there is nothing to exempt.

How to configure it

1. Build the reasons on Exemption Type first, in the client's own words, and keep the list to six or seven.
2. Set up the approval so a request reaches the man's manager. An exemption nobody approves changes nothing.
3. Agree with the client who may raise one. In most factories the supervisor raises them for his men rather than five hundred people raising their own.
4. Open the screen, pick the Employee and the Transaction Date. Read the Status, the punches and the hours that come back.
5. If the status is blank, stop. There is nothing wrong with that day.
6. Pick the Exemption Type and write what happened in Remarks.
7. Save and send it for approval.
8. Once released, pull the day on Employee Attandance and confirm it now counts as present, then build the Payroll Attendance sheet.

Scenarios

"The factory bus broke down and thirty men were late"

Thirty requests, all with the same exemption type and the same remarks, each carrying its own man's actual punch. There is no group exemption, which is tedious, and it is also why the client can later count how many late marks that bus has cost them.

"People keep forgetting to punch out"

Those days come up as a missing entry and the exemption is the honest fix. Give them a type for it, then read the count per department at the end of the quarter. A department with forty missing punches a month has a reader problem or a gate problem, not a discipline problem.

"He says he was there all day and the system says absent"

If no punch exists at all, an exemption is a judgement on the supervisor's word, and the client should decide whether they want that. The alternative, where somebody actually saw him and knows the times, is an Employee Attendance Request, which puts the times in rather than forgiving their absence.

"He was late but he stayed two hours extra, surely that cancels it"

It does not, and it should not be exempted on that basis. Lateness and overtime are separate things. If the client genuinely does not want to count lateness for people who make up the hours, that is a grace or a short hours question on the time template, not thirty exemptions a month.

"We exempted the day and the payslip still deducted it"

The Payroll Attendance sheet was made before the exemption was released. Delete it and make it again.

What it is connected to

• Exemption Type supplies the list of reasons.
• Employee Attandance is where the day, its punches and its verdict come from, and where the forgiven day is seen afterwards.
• The time template behind the Shift Roster is what decided the day was late, early or a half day in the first place. An exemption forgives the mark, it does not change the rule.
• The Calendar is why a weekend or a holiday has nothing to exempt.
• Payroll Attendance is where a released exemption has its effect, by keeping the day out of the counters and treating it as present.
• An On Duty Request is for a day worked away from the site, and an Employee Attendance Request is for a punch that needs correcting rather than forgiving.

If something looks wrong

• "The status is blank" - there is nothing wrong with that day. He was present, on leave, on his weekend or on a holiday.
• "It says there is no record for that date" - the man has no calendar on that date, so no day exists to judge. Check his Employee Policy Profile.
• "It says present when he clearly did not punch out" - read the status again. A missing entry is reported as a missing entry, and that is what you are exempting.
• "A request already exists" - there is another request for the same man on the same day.
• "It is approved and the day still carries the late mark" - the exemption has not been released, or the day was pulled before it was. Pull it again.
• "The deduction is still on the payslip" - the Payroll Attendance sheet predates the release. Remake it.
• "We are raising dozens of these a month for the same thing" - the rule is wrong, not the days. Look at the grace minutes and the slabs on the time template.