How to interpret the columns in the Summary and Payroll Report? – Day.io

The Summary and Payroll Report contain attendance-related information, but they serve different purposes:

The Summary consolidates the results for the period into one row for each employee;
The Payroll Report provides a daily breakdown for a single employee, with one row for each date;
Some columns may vary depending on the Pay Policy settings and the options selected when generating the report.

The Summary makes it easier to identify employees with absences, late arrivals, Extra Hours, Hours Bank balances, or other results that need attention. The Payroll Report allows you to investigate the specific dates on which those values were generated.

1. What is the difference between the Summary and the Payroll Report?

The Summary report is intended for an overall analysis of multiple employees. Each row represents one employee and consolidates the totals for the selected period.

It allows you to quickly identify:

How many days the employee worked;
How many absences they had;
How many hours were planned;
How many hours were worked;
Total late arrivals and early leaves;
Extra Hours;
Cumulative Hours Bank;
Missing Hours.

The Payroll Report is intended for a detailed analysis. It displays one row for each day in the period, including:

The Schedule applied;
The Pay Policy;
Entry, break, and Exit punches;
Planned and Worked Hours;
Daily Extra Hours and Hours Bank results;
Absences, holidays, and adjustments.

At the end of the Payroll Report, the totals for the period are displayed.

2. ABSENSE DAYS in the Summary represents absences

On the Summary report, this indicator appears as ABSENSE DAYS. It represents the number of days classified as an absence during the period.

Therefore, this column does not represent the total number of Absence Requests, such as medical leave, vacation, or other justifications.

For example, if the Summary displays 4 under ABSENSE DAYS, this means that the employee has four days identified as absences in the Payroll Report.

Important: an approved absence, such as medical leave, may justify the day and therefore not be counted as an absence in this indicator. Do not use ABSENSE DAYS to count all of the employee's Absence Requests.

3. Identification and attendance columns in the Summary

NAME: identifies the employee;
Schedule Name: displays the Schedule assigned to the employee during the period, when included in the report;
WORKED DAYS: number of days on which work was counted;
ABSENSE DAYS: number of days classified as absences.

The WORKED DAYS and ABSENSE DAYS columns represent numbers of days, not durations in hours.

4. Night Shift and calculation range columns in the Summary

The Summary may display columns such as:

NIGHT SHIFT 20%: total hours classified in the 20% Night Shift range;
50% MON-SAT;
100% SUN, HOL;
50% ALL DAYS;
OT1;
OT2;
50% MON-FRI;
100% SUN, SAT, HOL.

The combinations of percentages and days may vary from one company to another. The report may also display more than one column with similar percentages when different categories or phases are configured.

5. Planned and Worked Hours columns in the Summary

PLANNED HOURS: total hours expected according to the employees' Schedules during the period;
WORKED HOURS: total hours effectively worked, calculated based on valid and classified punches.

Do not confuse:

WORKED DAYS represents a number of days;
WORKED HOURS represents a duration in hours.

6. Late arrival columns in the Summary

TOTAL LATE ENTRY HOURS: total duration of late entries during the period;
TOTAL LATE ARRIVALS: number of late arrival occurrences;
LATE ARRIVALS WITHOUT BREAKS: late arrival result without considering events related to breaks, according to the calculation applied.

Example: the employee may have 02:00 under TOTAL LATE ENTRY HOURS and 3 under TOTAL LATE ARRIVALS. This means there were three occurrences that totaled two hours of late entries.

7. Cross Shifts and early leave columns in the Summary

TOTAL CROSS SHIFTS INTERVAL DIFF HOURS: total related to insufficient rest between the end of one Schedule and the beginning of the next;
TOTAL EARLY LEAVE HOURS: total duration of early leaves;
TOTAL EARLY LEAVES: number of early leave occurrences;
EARLY LEAVES WITHOUT BREAKS: early leave result without considering break-related events.

8. Extra Hours and Hours Bank columns in the Summary

TOTAL EXTRA HOURS: total hours classified as Extra Hours during the period;
CUMULATIVE HOURS BANK: accumulated balance within the Hours Bank period configured in the Pay Policy;
TOTAL PROJECTED EXPIRED MINUTES: number of minutes with a projected expiration;
TOTAL MISSED HOURS: total hours not completed compared with the planned hours, after the applicable rules are applied.

The CUMULATIVE HOURS BANK does not consider only the dates selected when generating the report. It displays the balance within the Hours Bank period configured for the employee.

9. Break and On Call columns in the Summary

TOTAL BREAK HOURS: total break hours counted;
TOTAL ON CALL HOURS: total hours classified as On Call;
TOTAL ON CALL ACTIVATED HOURS: time worked during an On Call activation;
TOTAL ON CALL REDUCING ACTIVATED HOURS: On Call result excluding activated hours, according to the applied configuration;
TOTAL DEBIT HOURS: total hours classified as debit;
TOTAL UNUSED BREAK HOURS: time related to unused break hours.

10. Identification information in the Payroll Report

At the beginning of the Payroll Report, information may include:

Employee name;
Employee ID;
Job title;
Department;
Supervisor;
Start Date;
Schedule;
Report period.

These details help confirm that the report was generated for the correct employee, Schedule, and period.

11. Punch and planning columns in the Payroll Report

The report may include:

DATE: day of the week and analyzed date;
Schedule: Schedule applied on that date, when displayed;
Pay Policy: Pay Policy used for the calculations, when displayed;
ENTRY 1: first punch classified as Entry;
BREAK START 1: start of the break;
BREAK END 1: end of the break;
Flexible 1: punches related to a flexible break, when this position exists;
EXIT 1: punch classified as Exit;
PLANNED HOURS: number of hours planned for the day;
WORKED HOURS: number of valid Worked Hours for the day.

When additional positions are configured, other numbered columns may be displayed.

Punch fields may contain:

A single time, such as an Entry or Exit;
Separate start and end times for a break;
A dash when there is no valid punch classified in that position.

12. Break, Night Shift, and irregularity columns

BREAK HOURS: total duration of breaks for the day;
Flexible: total duration of flexible breaks, when applicable;
NIGHT SHIFT 20%: hours classified in the Night Shift range;
LATE ENTRY HOURS: amount of late entry time calculated for the date;
EARLY LEAVE HOURS: time between the recorded Exit and the planned Exit.

A date may have Worked Hours while also showing late entry or early leave. These results are calculated separately based on the planned and recorded times.

13. Extra Hours, Hours Bank, and Unused Break columns

The columns may vary according to the ranges configured in the Pay Policy.

The Payroll Report may display:

EH 50% MON-SAT: Extra Hours classified in the 50% range;
EH 100% SUN, HOL: Extra Hours classified in the 100% range;
EH 50% MON-FRI;
EH 100% SUN, SAT, HOL;
EXTRA HOURS: total or general Extra Hours category for the day;
HB 50% MON-SAT: Hours Bank hours classified in the 50% range;
HB 100% SUN, HOL: Hours Bank hours classified in the 100% range;
HB 50% MON-FRI;
HB 100% SUN, SAT, HOL;
UB 50% MON-SAT: Unused Break hours classified in the 50% range;
UB 100% SUN, HOL: Unused Break hours classified in the 100% range;
UB 50% MON-FRI;
UB 100% SUN, SAT, HOL;
HOURS BANK: Hours Bank result generated on that date;
MISSING HOURS: hours not completed compared with the planned hours;
CUMULATIVE HOURS BANK: Hours Bank balance after the result for that date.

UB refers to Unused Break, representing planned break time that was not used by the employee and received the treatment configured in the Pay Policy.

Example: if the employee should take a one-hour break but uses only 30 minutes, the remaining period may appear in the UB columns according to the company's configured rules and ranges.

14. Expiration, Cross Shifts, and occurrence columns

PROJECTED EXPIRED MINUTES: Hours Bank minutes with a projected future expiration;
PROJECTED EXPIRATION DATE: expected expiration date;
CROSS SHIFTS INTERVAL DIFF HOURS: result related to the rest period between Schedules;
HOLIDAY: identifies the holiday or related occurrence for the date;
OBS: observations related to the day.

Occurrences such as the following may also appear:

Missed Day;
Medical leave;
Other absences or justifications applied to the date.

Review this information together with the Schedule, planned hours, and punches for the day.

15. On Call, debit, and adjustment columns

ON CALL HOURS: hours during which the employee remained On Call;
ON CALL ACTIVATED HOURS: hours worked during an On Call activation;
ON CALL REDUCING ACTIVATED HOURS: On Call hours without activated work, according to the applicable rule;
DEBIT HOURS: total hours classified as debit;
UNUSED BREAK HOURS: remaining unused break time;
ADJUSTMENTS: value of adjustments applied on the date;
REASON: reason entered for the adjustment.

16. Why can values appear different between the reports?

The results may appear different because the reports use different units and levels of detail.

For example:

WORKED DAYS, in the Summary, represents a number of days;
WORKED HOURS, in the Summary and Payroll Report, represents a duration;
ABSENSE DAYS, in the Summary, represents the number of absence days;
In the Payroll Report, each absence appears on the corresponding date;
TOTAL LATE ARRIVALS represents a number of occurrences;
TOTAL LATE ENTRY HOURS represents the accumulated duration;
HOURS BANK shows the daily result;
CUMULATIVE HOURS BANK shows the accumulated balance for the configured period;
UB shows Unused Break hours classified according to the company's rules.

To investigate a total shown in the Summary, review the Payroll Report for the same employee and period to identify the dates on which the result was generated.

Tips and troubleshooting

The Summary shows ABSENSE DAYS, but I cannot find a field with the same meaning on the platform: review the employee's absence or missed-day results. This column represents a number of absence days, not all Absence Requests.
The employee has Absence Requests, but ABSENSE DAYS is zero: this indicator does not count every approved request.
WORKED DAYS is different from WORKED HOURS: one field counts days and the other displays a duration.
The late arrival total seems different from the number of occurrences: compare TOTAL LATE ENTRY HOURS with TOTAL LATE ARRIVALS.
I need to know which days generated a total: review the Payroll Report for the same period.
The 50% or 100% ranges are not the same for every employee: they depend on the Pay Policy applied.
There are values in the UB columns: compare the planned break duration with the break actually taken.
UB appears in different ranges: the Unused Break period was distributed according to the Pay Policy rules.
CUMULATIVE HOURS BANK does not match the sum for the report period: it considers the Hours Bank period configured for the employee.
A column does not appear: review the options selected when generating the report and the company's configuration.
The Payroll Report shows a dash instead of a time: there is no valid and classified punch in that position.
The report shows a missed day even though there are no punches: check whether there was a Schedule and planned hours for that date.

Best practices

Use the Summary to identify employees with results that need attention;
Use the Payroll Report to investigate the dates that generated each total;
Always distinguish the number of occurrences from their duration;
Confirm the Schedule and Pay Policy before analyzing calculations;
Do not interpret ABSENSE DAYS as the total number of Absence Requests;
Review valid and classified punches when Worked Hours differ from what was expected;
Compare the planned break with the break actually taken when reviewing UB values;
Check the Extra Hours, Hours Bank, and Unused Break ranges configured for the employee;
Generate both reports for the same period when comparing results;
Use the totals row in the Payroll Report when comparing it with the Summary.

Frequently asked questions

Does ABSENSE DAYS represent all absence requests?

No. It represents the number of days counted as absences in the Summary. Approved requests or justified absences may be treated separately.

What is the difference between WORKED DAYS and WORKED HOURS?

WORKED DAYS represents the number of days worked. WORKED HOURS represents the total duration of work.

What is the difference between TOTAL LATE ENTRY HOURS and TOTAL LATE ARRIVALS?

TOTAL LATE ENTRY HOURS displays the accumulated duration. TOTAL LATE ARRIVALS displays the number of occurrences.

How can I find which dates generated a Summary value?

Review the Payroll Report for the same employee and period. It displays results separately by day.

Why do some 50% and 100% columns appear more than once?

The columns are generated according to the ranges and categories configured in the Pay Policy, such as Extra Hours, Hours Bank, and Unused Break.

What does UB mean?

UB means Unused Break. It represents planned break time that was not used by the employee and was handled according to the Pay Policy.

Why are there UB columns with different percentages?

Because Unused Break hours may be distributed into different ranges, such as 50% or 100%, according to the days and rules configured by the company.

Are HOURS BANK and CUMULATIVE HOURS BANK the same information?

No. HOURS BANK is the result generated on the date. CUMULATIVE HOURS BANK is the balance within the configured Hours Bank period.

Why doesn't CUMULATIVE HOURS BANK correspond only to the dates in the report?

Because it considers the Hours Bank period configured in the employee's Pay Policy, which may differ from the selected report range.

Why does the Payroll Report show a dash instead of a time?

Because there is no valid and classified punch in that position.

Do all companies have exactly the same columns?

No. Some columns depend on the options selected when generating the report and on the rules configured for the company.