The Access UBS Time Attendance System (formerly Sage UBS) is an automated workforce management solution designed to streamline employee tracking, schedule management, and payroll readiness. It eliminates manual timesheet calculation errors by pulling raw clocking data from external hardware terminals and directly syncing it with the Access UBS Payroll Software. Step-by-Step Employee Tracking Process
The UBS system tracks an employee from onboarding through final monthly reporting using a structured, automated pipeline: Step 1: Employee Onboarding & Credentialing
Personnel Maintenance: HR enters the employee’s personal particulars and creates their profile in the central database.
Badge ID Assignment: The system assigns a unique digital Badge ID or registers biometric parameters linked exclusively to that profile. Step 2: Roster & Work Schedule Configuration
Schedule Maintenance: System administrators program parameters for regular work hours, mandatory break intervals, and expected overtime boundaries.
Duty Organizer: Managers build custom monthly shift templates, dynamic rotations, or group schedules—especially useful for ⁄7 or manufacturing plant shift work. Step 3: Raw Attendance Data Capture
Hardware Integration: Employees clock in or out via integrated hardware terminals, including: Fingerprint/Biometric Readers Magnetic Card Swipe Machines Barcode Scanners or Terminal Simulators
Terminal Maintenance Sync: The system pulls clocking files (ASCII or ODBC formats) from the physical scanners directly into the software environment. Step 4: Rule Processing & Calculations
Attendance Processing: The software crosses raw time stamps against assigned shifts to calculate absolute working hours, break compliance, and net overtime.
Lateness & Grace Rules: Built-in rules identify late arrivals or early departures. The system can use advanced logic like the “Resolve Lateness using working hour” feature, which extends an employee’s clock-out target to offset morning lateness. Step 5: Discrepancy & Exception Auditing
Exceptional Log Generation: The system instantly flags data gaps, such as “missed punch-outs” or unexcused absences.
Punctuality Evaluation: Managers review automated exception summaries to approve or deny overtime claims and apply penalties for chronic lateness. Step 6: HR Reporting & Payroll Integration
Comprehensive Analytics: The software compiles tailored summaries, including Punctuality Reports, Abnormal Attendance Logs, and Overtime Overviews.
UBS Payroll Export: Clean data flows into the Access UBS Payroll Module, translating tracked attendance hours straight into compliant wages, variable allowances, and tax deductions. Core System Features & Capabilities Primary Function Business Value Terminal Simulator Mimics hardware scanners on standalone computers.
Eliminates the need for expensive physical clocking hardware in small offices. Formula Table Engine
Processes rule expressions for custom allowances and overtime brackets.
Automates complex holiday rates and shift differentials without manual data entry. Exception Logs
Isolates anomalous records (e.g., missing clock-outs, unexpected absences).
Pinpoints scheduling breakdowns instantly for immediate correction. Native Integration Creates a direct software pipeline to Access UBS Payroll.
Eliminates manual double-entry, minimizing human data transfer errors. Sage UBS Time Attendance System – EZ Accounting software
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