This article explains what happens to a late check-in depending on how many minutes late it is, and how discrepancy decisions reach payroll. A user with PDKS Admin changes the thresholds on Configuration > Attendance > Settings > Late Policy; managers make the decisions.
Before you start
Employees have a shift plan. Lateness is measured from the start time of that day's shift record (or the work calendar if there is none).
You agreed with the payroll team on which deduction mode to use.
Step by step
In the left menu go to Configuration > Attendance > Settings and open the Late Policy tab.
Enter the four thresholds. They must increase in order: Tolerance period ≤ Warning period ≤ QR lock period ≤ Absence threshold. If they are out of order, a warning appears before saving.
Tolerance period — Default: 15 min · Range: 0–120 · Once exceeded: The check-in is recorded as Late with the minutes late. A check-in within this time is on time.
Warning period — Default: 30 min · Range: 0–240 · Once exceeded: A Late Arrival discrepancy opens. Lateness between tolerance and warning is only recorded; no discrepancy, notification or payroll effect.
QR lock period — Default: 60 min · Range: 0–480 · Once exceeded: The check-in scan is rejected (the QR is locked) and a late arrival discrepancy opens. Once the manager approves the lateness, the employee can check in during the same shift; if rejected, the lock lasts for that shift.
Absence threshold — Default: 240 min · Range: 30–720 · Once exceeded: If there is still no scan at all, the day is marked as an absence discrepancy. Checked every 15 minutes.
Choose Excuse required. When on (the default), late arrival, early leave, long break and absence open as Awaiting Excuse and the employee is notified to send an excuse. When off, these discrepancies go straight to the manager's decision list.
Choose the Payroll deduction mode (table below).
If needed, turn on Different weekend rules and enter the Weekend tolerance (default 30 min, at most 240 min).
Click Save Settings.
Example: a shift starting at 09:00, default thresholds
Check-in time | Outcome |
09:10 | On time; nothing opens. |
09:25 | Recorded as Late; no discrepancy, payroll unaffected. |
09:45 | Accepted, a Late Arrival discrepancy opens. |
10:05 | Scan not accepted (QR locked); a late arrival discrepancy opens. |
No check-in by 13:00 | The day counts as absent, an Absence discrepancy opens. |
Weekend: When the rule is on, shifts starting on Saturday and Sunday use the weekend tolerance instead of the tolerance; the other thresholds shift by the same difference. Example: with 15 / 30 / 60 / 240 min and a 30 min weekend tolerance, Saturday's thresholds become 30 / 45 / 75 / 255 min. Public holidays are not part of this rule.
Payroll deduction mode
Only Late Arrival, Early Leave, Long break and Absence reach payroll. Approved discrepancies never write a deduction in any mode; an existing one is removed.
Mode | Effect of a rejected discrepancy |
Hourly deduction (default) | Only the missing time is deducted. For hourly-paid employees the scanned hours are already short. For monthly or daily-paid employees the rejected minutes of the month are added up; every 450 min (7.5 hours) becomes one missing day (SSI code 13) and the remainder is not deducted. A day with no check-in at all is written as a full day. |
Daily deduction | Even a short delay makes that day a full missing day (SSI 13). |
No deduction | Decisions are only kept as records and do not reach payroll. |
No deduction is written for a full-day leave.
Result
A settings change applies to scans made after saving; past scans are not re-evaluated.
The Impact column on the Discrepancies tab shows each record's outcome: Absence mark or minutes while undecided; No impact, Hourly deduction or Payroll deduction after the decision.
Decisions are passed to the month's payroll calculation as missing days or missing hours (Payroll).
Common issues
Symptom: Saving shows "… cannot be greater than … The thresholds have to increase in order."
Cause: The thresholds were entered out of order.
Solution: Keep the order tolerance ≤ warning ≤ QR lock ≤ absence.
Symptom: No discrepancy was opened for an employee who came late.
Cause: The lateness did not exceed the warning period; it was only recorded as Late.
Solution: This is expected. Lower the Warning period for stricter tracking.
Symptom: Short delays show up in payroll as full missing days.
Cause: The Payroll deduction mode is Daily deduction.
Solution: Switch to Hourly deduction. Decisions already made do not change.