Review a missing punch by checking the scheduled shift, the available time records and the explanation from the people involved. An exception identifies a record that needs attention; it does not establish what happened by itself. Keep the review separate from assumptions about absence, lateness or pay.
Build a focused exception list.
Start with the period being prepared and the employees within scope. Identify incomplete pairs, duplicate entries and records that do not match the expected shift. Keep the original inputs available while you investigate.
Use the payroll preparation checklist to place this review before the final handover. Avoid mixing records from different cutoffs or treating an old unresolved item as a new correction.
Different exceptions need different evidence.
Do not resolve every attendance flag with the same default value. First identify what is unknown: the event itself, the pairing of two events, the schedule context or the authorization for a correction. Each uncertainty requires a different follow-up.
Keep a disputed record separate from a record that is merely incomplete. A complete-looking row is not the objective; the record should have enough support for its intended use. Any pay consequence needs the authorized payroll review.
| Record pattern | Check first | Keep open when |
|---|---|---|
| Clock-in without clock-out | Shift assignment, adjacent dates and the employee’s explanation. | The end event is not supported. |
| Two similar punches | Source, timestamp and whether they refer to the same event. | It is unclear which entry is valid. |
| Unexpected absence flag | Assigned schedule and relevant approved leave or changes. | The work arrangement or approval is unresolved. |
| Correction request | Original entry, proposed value, reason and reviewer. | The correction lacks the required authorization. |
Check context before changing a record.
Compare the assigned schedule with available punches, approved leave and relevant work arrangements. Ask the employee or supervisor for missing context through your agreed process. Restrict access to people who need the information.
- Confirm the employee, date, shift and review period.
- Check whether the shift crosses midnight.
- Record the explanation and supporting reference.
- Identify the authorized reviewer.
- Keep a next action for any unresolved item.
Make the correction traceable.
Record the original value, proposed correction, reason and reviewer in the process your organization has approved. Do not create a standard clock-out merely because it would complete the row. The objective is a supportable record.
For shifts that cross dates, use the overnight-shift review questions before interpreting an apparent gap. A date boundary can require additional context.
Close the loop before handover.
Separate resolved records from items still awaiting a decision. Give each open item an owner and make its status clear to the next reviewer. Confirm which version of the attendance data is being handed over.
FilWorx HRIS covers employee administration and attendance workflows. Use a demo to ask how your exception review and payroll preparation steps would be configured. This guide describes a review process, not statutory pay calculations.
Track unresolved attendance exceptions.
Measure unresolved exceptions at the same point before each cutoff. Report the count and age of open items. A falling count does not prove accuracy; sample the evidence supporting corrections.
Keep the period, population and definitions consistent when comparing results. These are suggested measures, not industry benchmarks or observed FilWorx customer outcomes.
The National Privacy Commission’s data-quality principles call for accurate personal data and appropriate handling of incomplete records. Keep the review proportionate to its purpose; a checklist does not establish legal compliance.
Sources & further reading.
Further reading from the original publishers. Product documentation describes that publisher’s product; it does not establish FilWorx capabilities.