Approve or cancel late and fine deductions
Late marks, fines, missing punches and absences wait for HR or the owner to tap Deduct or Cancel before anything is cut from leave or salary.
On this page
When an employee comes late, leaves early, misses a punch or is absent without leave, Attendex raises a case instead of deducting straight away. HR and the company owner get a notification, open Deduction approvals, and tap Deduct or Cancel. Nothing is cut from leave or salary until someone decides.
Two kinds of case appear in the same list:
| Kind | Comes from | Deduct does |
|---|---|---|
| Leave | Penalisation rules — e.g. every 3 late marks cost ½ day | Books paid leave in your order, or loss of pay when there is no balance |
| Salary (₹) | Deduction rules — e.g. the 4th late mark costs 25% of a day | Puts the amount on that month's payslip |
Who is notified
- Everyone with the Admin role (the owner) or the HR role, plus any admin with attendance-manage or payroll-manage access.
- They get a bell notification (and an email when company email is set up). One case gives a message like Ravi Kumar — Late by 25 min on 12 Oct; several at once are grouped.
- The employee is told the decision in their notifications, with your note if you add one.
When cases appear
- Salary cases for late arrivals appear the same day, as soon as the late punch is recorded. Early leaving, short hours and absences appear the next day.
- Leave cases appear after the rule's buffer days, so the employee has time to send a regularization first.
- The nightly attendance job looks for new cases, and so does Check for new cases on the page.
Decide cases
- Go to Time & Attendance → Deduction approvals ( open Deduction approvals), or click the notification.
- The Waiting tab lists every open case: employee, what happened, the date and the proposed deduction.
- Click Deduct to apply it, or Cancel to drop it. Add an optional note for the employee and confirm.
- To decide many at once, tick the cases (or Select all), add an optional note, then click Deduct selected or Cancel selected.
- Open the Decided tab to see who decided what, when, and the note.
If a rule makes an occurrence free (for example the first 3 late marks a month), it simply counts towards the rule and no case is raised. You only see occurrences that cost money. Each shows its place in the month and the amount if you deduct it, e.g. 4th this month · ₹1,071.43 if deducted. Cancelling one moves the later ones down a tier.
What happens on its own
- If the attendance is corrected or a regularization is approved before anyone decides, the case is withdrawn automatically.
- Cases still waiting when you generate payroll are not deducted. The Payroll page reminds you how many are waiting.
- Once a month's payroll is approved, its cases show Payroll finalized and can no longer be changed.
Approval mode and automatic mode
Your company runs in one of two modes, shown at the bottom of the Deduction approvals page under How cases are handled:
| Mode | What happens |
|---|---|
| Approval mode | Every case waits here until HR or the owner taps Deduct or Cancel |
| Automatic mode | Deductions apply straight away, as soon as a rule matches — nothing waits for a decision |
The mode is set by the Attendex team for your company. To switch, contact support. When a company moves to automatic mode, cases already waiting stay here until someone decides them.
Admins with attendance-manage or payroll-manage access (and the owner) can decide. Admins with view-only access can see the list but not the buttons.