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AI agent for payroll administrators

Time and Attendance Exception Agent

Clean, approved time data by payroll cut-off

Time and Attendance Exception Agent: what goes in, what the agent does and what you get

What it does

Missing punches and unapproved overtime found at payroll cut-off cause late nights and wrong paychecks. Two days before each cut-off, this agent reviews time data against schedules. It finds missing punches, shifts over policy length, overtime without approval, and hours logged on days off or leave. It sends each manager a list of their team's exceptions and what is needed. Every few hours it checks whether managers fixed or approved the items and sends reminders to those who have not. At cut-off it lists what is still open with a suggested handling for each. The administrator decides how to handle open items. Edge case: an employee clocked in at two sites the same day, so the agent checks for a transfer before flagging a duplicate.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Two days before cut-off 2 USES A TOOL Pull time records and schedules 3 DOES Find exceptions by policy rule 4 USES A TOOL Send managers their exception lists 5 CHECKS THE RESULT Are all exceptions fixed or approved? If not: send reminders and recheck in 4 hours. Back tostep 4. 6 YOU APPROVE Administrator decides on items open at cut-off 7 RESULT Clean time import for payroll
Read the steps as a list
  1. Two days before cut-off
  2. Pull time records and schedules
  3. Find exceptions by policy rule
  4. Send managers their exception lists
  5. Are all exceptions fixed or approved?If not: send reminders and recheck in 4 hours. Back to step 4.
  6. Administrator decides on items open at cut-offThe agent waits here for your OK.
  7. Clean time import for payroll

How it decides

It flags any record breaking a policy rule and treats it as open until a manager fixes or approves it.

  • Missing punch: needs manager fix
  • Overtime over 2 hours without pre-approval: needs approval
  • Hours logged on approved leave day: flag

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Exception rules
  • Reminder frequency
  • Escalation to manager's manager
  • Cut-off time

What keeps you in control

It always asks you first

  • Paying unapproved hours
  • Changing time records

Hard limits

  • Never edits punches
  • Never approves overtime

It stops when

  • Done: no open exceptions
  • Stop: cut-off reached, list handed to administrator

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensTwo days before the June 14 cut-off, the agent found 57 exceptions across 9 managers. After the first check, 31 were fixed. It sent reminders, and by the second check 52 were fixed. At cut-off, 5 missing punches were still open, so the agent listed them with scheduled hours. The administrator approved paying scheduled hours and correcting next cycle.

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