Attendance regularization

How it works

1. The employee opens Attendance corrections on My Self-Service or in the app, picks the date and the issue, and enters the corrected in or out time with a reason.
2. ZeniaHR checks the company limits before accepting it: corrections left this month, how many days back the date is, and whether that month is already finalized.
3. The request reaches the reporting manager on My Team. The approval engine lets only the person whose step it is approve or reject it.
4. After the manager approves, HR decides on the Attendance Regularization desk, which filters requests by employee, status and date range.
5. On the final approval the day is regraded with the corrected times or status. The punches themselves are never rewritten, so the audit trail stays intact.
6. HR can also raise a correction on an employee's behalf. Such a request goes to a single HR approval step.

What you can set

• Request types: Missed check-in, Missed check-out, Wrong time, Forgot check-out, WFH, On duty, Status correction and Other.
• Corrected status choices: Present, Half day, Absent, Leave, WFH, On duty, Holiday and Weekly off.
• Corrections a month for self-raised requests, set in the attendance rules. The Lenient preset allows 3; 0 means no limit.
• Days back a correction may reach, set in the attendance rules. The Lenient preset allows 7; 0 means no limit.
• The monthly and back-date limits apply only while the attendance rules are switched on.
• Approval chain: reporting manager, then HR. People without a reporting manager go straight to HR.
• Finalized months: a correction for a date in a finalized month is refused until HR reopens that month.
• Cancel: the requester or an admin can cancel a request.

Why corrections need a trail

Every attendance dispute ends up at payroll. A supervisor says the person was on the floor, the machine shows no punch, and the payslip shows a half day. When corrections are made on a spreadsheet, nobody can say later who changed what. In ZeniaHR each correction carries the requester, the reason, the manager's decision and HR's decision, and the original punch stays next to the corrected value. When an auditor or the employee asks why a day was paid, the answer sits on the request.

Worked example: a forgotten punch-out in Pune

Rohan Kulkarni is an accounts assistant in Pune on the General shift, 9 am to 6 pm with a 60-minute break and 8 full-day hours. On Tuesday 8 September he punched in at 9:04 am and left at 6:15 pm without punching out. His company uses the Lenient preset, so a day with no punch-out counts as a half day until it is corrected, and Rohan got a missed punch-out alert at 7 pm.

The next morning Rohan raises a Forgot check-out request with 6:15 pm as the out time and the reason 'Left with the auditors, forgot to punch'. His manager approves at 10 am and HR approves after lunch. The day is regraded: 9:04 am to 6:15 pm is 9 hours 11 minutes, and after the 60-minute shift break he has 8 hours 11 minutes of effective time, a full day. His September payable days go up by half a day, and he has used 1 of his 3 corrections for the month.

Practical advice for the correction desk

Treat the desk as a signal, not only a queue. A steady flow of Forgot check-out requests from one department often means a machine placed where people do not pass on the way out, while repeated Wrong time requests can point to a device clock that has drifted.

• Keep the monthly limit tight, such as 3, so repeated misses reach HR's attention instead of being approved one by one.
• Ask for a reason that can be checked, such as the gate register, a client visit note or a machine fault.
• Use On duty for planned work away from the office, and Status correction only when the day was graded wrongly.
• Clear the desk before month close, because a finalized month refuses new corrections until HR reopens it.
• Each month, look at who raised several corrections and talk to their manager about the cause.

Frequently asked questions