TABLE OF CONTENTS
- What is an “Audit” in Fieldclix Time Keeping?
- Audit Rules Order
- TK Audit Rules
- What are Audit Reviews?
- TARs Vs. Audits
- 2 Places to Review Audit Results: Report or Job
- Recipient of Audit Results Notification
What is an “Audit” in Fieldclix Time Keeping?
An Audit auto-checks TK data to see if any rules were violated by a Time Card, like “Unauthorized Overnight,” “Late Clock-Out,” etc.
When an “Audit Exception” occurs, the exception will be reported in the next day’s Audit Report.
In some cases, a notification will be sent to the Employee and/or his or her manager via email or text message.
More serious Audit Exceptions trigger an Audit Review Job to be sent to the appropriate manager.
Audits can be also shown in Time Card Review Interface.
Some audits involve time adjustment, it will correct the Time Card's Time Entries.
More About Audit Rules
- The rules Time Cards are checked-against during Audits.
- Determines what happens when Exceptions are found.
- Some Audit Rule Parameters can be configured.
- Not all Audit Rules have to be turned-on at all companies.
Audit Rules Order
Audit Rules are run in the prescribed order.
- Unauthorized Time (Early/Late Clock-In/Out) audit should always come first, especially before those that adjust time. If time adjustment is on, the audit will split Time Entries into two: after clock-in/out expected and before.
- Then, if used, On Site PW.
- Then, if used, Change PW Shift Differential. This audit also splits Time Entries into two: before specified time and after (Entry to update Cost Type to required one).
If you place these audits after some that adjust time, they may work incorrectly. For example, it may restore hours previously subtracted by other audits (if no adjustment is required for the Unauthorized Time audit).
TK Audit Rules
There are several kinds of TK audit rules. Let's see them.
Key Checks
Audit Rule | Description | Possible Auto-Adjustment |
Force-Clock-Out | Catch Any Force-Clock-Out Event Employee was Force-Clocked-Out for Unauthorized Overnight or Deliberate GPS-Deactivation | Subtract ('Zero-Out') Time since Last Authorized Stop |
| Missing WO Allocation | Catch Time Entry that cannot get a GPS-based or manual WO allocation | 'Zero-Out' all Time Entries missing WO allocation |
| Empty Time Card | Catch Time Card with neither Time Entries nor a 'Reason' | Adjustment is not applicable |
Dispatched with 0 On Site Hours | Search for Time Cards that have no Reason, have scheduled WOs, but don't have TEs with Cost Type On Site or On Site hrs are 0. | Adjustment is not applicable |
| Unsheduled Site Visit | Look for a Stop Time Entry with the Unscheduled Visit checkbox selected. This means that an employee visited a site that has no “on-site work” scheduled for that day, but we can designate this visit as unscheduled under a specific Work Order. If a Build Plan has this type of WO for such visits. | Adjustment is not applicable |
Data Problems
Audit Rule | Description | Possible Auto-Adjustment |
| No Data | Catch any "No Data" Time Entry GPS Data gap is occurred due to Signal Problems or Non-Compliance | Zero-Out any "No Data" Event Time Entry |
| Possible Incorrect Location Binding | Catch Stop Event farther than X (configured) meters from Site/Location Geo-fence Center | Adjustment is not applicable |
Clock-Ins/Outs and Stop Time at Location Types
Audit Rule | Description | Possible Auto-Adjustment |
| Warehouse Time Limit | Catch Office/WH Stop longer than X (configured) minutes | Subtract ('Zero-Out') part of contiguous WH Time in excess of specified duration |
| Unauthorized Locations | Catch Time Entry: 1) of the configured type: clock in, clock out, force clock out, stop, stop + drive 2) min duration 3) at specific type Location defined here as Authorized or Unauthorized. • Remote Hotel • Office/WH • Authorized Employee Home • Material Supplier • etc Plus, 4) set up adjustment for driving time (if more than the defined value) • Exclude this adjustment if there is a scheduled work of the specified WO type. 5) disable/enable the rule Allow Remote Hotel in the Dispatch • If the Remote Hotel checkbox in the Dispatch card is enabled, all stops occured at remote hotels will be considered as authorized stops. These stops won't be marked as unauthorized and won't be adjusted as set up by the Unauthorized Locations audits. | If catch: • Clock In — zero out time from clock in to the first stop at authorized place (site, warehouse, a location set as authorized in the audit rule). • Clock Out/ Force Clock Out — zero out time from clock/force out to the first stop at authorized place (site, warehouse, a location specified as authorized in the audit rule). • Stop — zero out stops • Stop + Drive — zero out stops and drive to these stops |
| Not confirmed Attestation | Search for a TC that has Clock -In/Out Time Entries with no confirmed attestations. | Adjustment is not applicable |
| Drive Locations | Used to change the cost type in Time Entries of the specified Cost Types to the required one when these Entries are to/from specific locations. The type of these locations and Cost Types are set up in the audit settings. The audit is applied only to the Time Card for the specific state, which is also set in the audit settings. How it works:
| Adjustment is not applicable |
| Drive Duration | Change Cost Type in the Time Entry of the specified Cost Types to the required one if the following conditions are met: • A Time Card exceeds the weekly regular hours limit per State • If yes → it checks if this Time Card follows the audit settings:
| Adjustment is not applicable |
Prevailing Wage
| Audit Rule | Description | Possible Auto-Adjustment |
| On Site PW | Catch PW hours of X (configured) Cost Type Time Entries and replace them with Y (configured) Cost Type. | Adjustment is not applicable |
| Change PW Shift Differential | Generally used for overnight work shifts. It accompanies with the "On Site PW" audit and must be run after it. Catch X (configured) Cost Type Time Entries and update to the new X (configured) Cost Type. | Adjustment is not applicable |
Lunch Control
| Audit Rule | Description | Possible Auto-Adjustment |
| Lunch Auto-Deduction | Add Lunch of X (required) Hours per Y (configured) Hours worked (total actual), etc | On or Off: Create Time Entry of Lunch Cost Type per specified parameters |
| Minimum Lunch per Day | Catch Lunch shorter in Hours than Length defined by the system constant value (commonly 0.5 hrs) | Adjustment is not applicable |
| Waived Lunch | Search for Time Entries of Waived Lunch. | Adjustment is not applicable |
| Has more than 1 Lunch per day | Search for a TC that have more than 1 Lunch Time Entries taken on any device (mobile, fixed). | Adjustment is not applicable |
| Late Lunch | Employee didn't take meal breaks within the required timeframe. Creates audit result if a TC has Time Entries with event Lunch, TEs are assigned to any device (mobile, wall). Also, the difference between Start Time in Lunch TE and Start Time in Clock In TE more than hours specified in the audit rule. | Adjustment is not applicable |
| No Manual Lunch | No Manual Lunch was taken for specified amount of total clocked time. Catch Lunch Time Entries, that assigned to any device (mobile, wall), TE Clocked Hours are more than hours specified in the audit rule. | Adjustment is not applicable |
| Meal Premium/Meal Compliance | Flag a Time Card if an Employee hasn't taken a meal break within the required timeframe and has worked the required number of hours. Optionally, add a Reason hrs to the TC. The reason, timeframe and total hours worked are set in the audit rule. Reason, Worked hours are not mandatory parameters. The audit always takes into account the approved hours. For example, Missed or Late lunch, do not add a Reason hrs. Rule: 5;12;15 Missed or Late lunch, add a Reason hrs. Rule: 5=MP1;12=MP2;15=MP3 It says: - add 1 hour meal premium if no 1st lunch is taken within 5 hours or the 1st lunch is taken after 5 hours. - add 2 hours meal premium if no 2nd lunch is taken within 10 hours or the 2nd lunch is taken after 10 hours. - add 3 hours meal premium if no lunch is taken within 15 hours or the 1st lunch is taken after 15 hours. If the optional 'Hours worked' parameter is specified, the audit will also check the number of hours worked each time the lunch period is checked. Example Rule: 5=MP1;12=MP2;15=MP3 Worked Hours: 6;12;15 | Adjustment is not applicable |
Per Expected Times on Dispatch Card
| Audit Rule | Description | Possible Auto-Adjustment |
| Early/Late Clock-In/Out | Catch Shift longer than difference between Expected Clock-In and Clock-Out on Dispatch Card or in the audit parameters | Subtract ('Zero-Out') Time Before/After Expected Clock-In/Out Time |
| Early Arrive / Late Depart | Catch Site Arrival/Departure outside Expected Times on Dispatch | Subtract ('Zero-Out') Qty of On-Site Time Before/After Expected Arrival/Departure Time |
Max Time/Stops per Day
| Audit Rule | Description | Possible Auto-Adjustment |
| Max Time per Day | Catch Hours per Day in excess of X (configured) Hours | Subtract ('Zero-Out') Time in excess of specified duration |
| Max Time per Shift | Catch Hours per Shift (Clock-In to Clock/Out) after X (configured) Hours | Subtract ('Zero-Out') Time in contiguous Clocked-In period in excess of specified duration |
| Max Drive Time | Catch Drive duration in excess of X (configured) minutes | Subtract ('Zero-Out') part contiguous Drive in excess of specified duration |
| Max Stops per Day | Max Number of Stops: Catch Non-Site/Warehouse Stops after X (Count) | 'Zero-Out' Non-Site/WH Stop Time Entries (and Drive TEs to/from them) after specified Max Count reached |
Use Specific Device Type for Office/Field
| Audit Rule | Description | Possible Auto-Adjustment |
| Field Must NOT Use 'Wall Device' | Catch any Clock-In on a NON-GPS Device (of specific Asset Category) | 'Zero-Out' all Time after this Clock-In |
| Office Must Use 'Wall Device' | Catch Clock-In on a GPS Device (of X Asset Cat.) | 'Zero-Out' all Time after this Clock-In |
Work Order Allocation
| Audit Rule | Description | Possible Auto-Adjustment |
| Work Assignment | Replace one Work Order with another. Replaceable Work Order – a Work Order of the WO Type specified in the Audit Rule. New Work Order – a Work Order :
The audit updates the Site WO field in a Time Entry. | Adjustment is not applicable |
Read about Payroll Audits in the separate article.
What are Audit Reviews?
The Audit Review Job asks the Approver to investigate and indicate if the auto-recorded and allocated time is correct or if a change is needed.
TARs Vs. Audits
- Employees see the status of their hours in the Mobile App.
- “Approved” hours are highlighted in the Mobile App when an Audit Exception occurred.
- TARs are initiated by Employees to correct the time auto-recorded in the system.
2 Places to Review Audit Results: Report or Job
The Audit Report is sent to relevant managers each day for the prior day's Time Cards.
Audit Review Jobs are sent for some Audits which are especially important and require the recipient to check the Time Card for compliance.
Disable Audit Report
To completely disable the audit report, change the "Include in report checkbox" in all active audit rules to NO.
This will prevent the audit report from being sent to relevant managers.
Recipient of Audit Results Notification
Every day, the TK Processing sends an email with audit results to audit reviewers.
Recipients of audit results notifications:
- People in the “TK Audit Result Reviewer” role. We attach all Time Cards that have audit results.
- Head of Department, BP Owner and member of the BP Project role (if the Daily Audit Receiver checkbox is ticked in the Role card). The last two are calculated from the Build Plan with the most allocated hours in a Time Card.
Here we only attach the TCs they are responsible for.
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