Difference between revisions of "Working rules"

Revision as of 09:31, 5 November 2019

Work rules specify type of employment, working hours, responsibilities and other conditions of subsequent evaluation of employee attendance. Here you can set specific demands placed on the employees and document their violations. After the setting is done the system will monitor the following of rules by a employee and it will highlight their violations in the overview.

Types of work rules

• daily (e.g. 8h, 6h)
• weekly (distinguishing working hours in individual days – e.g. authorities)
• daily rules switch

First, we will set individual types of daily rules on which the weekly rules will be based later. Weekly rules set up in this way can subsequently be assigned to individual employees. The daily rule settings are very complex. Within the framework of a daily rule we will determine:

• name
• work responsibility
• flexible working hours
• day starts at
• basic working hours
• range of paid working hours
• ignored time
• breaks
• overtime
• reporting zones
• public holiday settings

It is not necessary to set shortened or part-time employment, these can be determined while entering the employee by choosing the type of employment proportionally 6h = 75%, 4h = 50%

How to set a daily rule

Create a summary of all types of daily rules which will apply your company.

• Click on "Create rule"

Type of new rule – Select daily rule

Rule settings

• Rule name: name (we recommend short names 8h, 6h, morning shift)

Work hours responsibility

Determines required total duration of staying at the workplace per day including breaks.

Example: 8h employment type – work responsibility 8:40 a.m.

Flexible working hours

We set flexible working hours for its record keeping. This function monitors only the overall monthly total. It is not important how many hours a day the employee spends at the workplace but whether their overall monthly total corresponds with the responsibilities of their type of employment. We can also set limits on the flexible working hours – i.e. the minimum amount of hours the employee is required to spend at work.

Example: An employee's work shift lasts 8 hours, plus 40 minutes of break, they work flexible working hours but have to spend minimum 6 hours per day at the workplace.

Day starts at

If at your company work passes from one day to another (i.e. over midnight) it is necessary to set which day the given worked off time will be counted into. If the time will be counted into the day of arrival to work or into the following day. For this purpose you will determine when in the system one day will pass into another so that the needed transfer of the night working hours will be covered.

Example: The employee comes to work at 9:30 p.m. and stays until 5:00 a.m. The hours worked off should be counted into the day of departure from work. It is then to be set that a new day does not start at midnight but at 9:00 p.m. of the previous day already. The selected checkbox "previous work day" then means that if the arrival to work on 31/1 at 9:00 p.m. then the hours worked off are counted into 1/2. On the other hand, if we want to count the overall working hours into the day of arrival at work the beginning of a day will be set to 6:00 a.m. and the checkbox "previous work day" will be left clear..

Calculation range

Ignored time signifies time of arrival and departure beyond the range of paid working hours which is not regarded as a rules violation and will not appear in the attendance as a violation. It is the time during which the employee already can be at the workplace and "prepare for work". It is usually 10-30 minutes before and after the end of working hours.

Example: The paid working hours start at 6:00 a.m. and end at 8:00 p.m. I know that some employees arrive at work early and I do not want this arrival to be read as a violation of working hours. At the same time I do not want this time to be counted in the worked off working hours. By setting the ignored time I ensure that this early arrival will not be reported as a violation of working hours.

Example: From the employee's worked off working hours maximum of 40 minutes is subtracted and they have to be present at the workplace from 9:00 a.m. until 12 p.m.

Breaks

Within the working hours employees take established breaks. It is possible to set the regime of taking and subtraction of breaks in several ways. A break can be – determined – in a given time interval, of a determined length - calculated – depending on the worked off hours.

Determined

By setting determined breaks you can set a time period in which the break must be taken as well as its length. The determined break can assume a flexible or a fixed characteristic.

List of rules of flexible determined breaks

For a flexible break set interval parameters within which the break must be taken and the length of the break. The minimum length of a break then determines the smallest amount of time the break can take up so that it is counted into this period. A break which an employee marks within a given interval is counted in as such a break. If it is nor marked, this break will be subtracted automatically.

Example: Flexible lunch break can take place in the interval from 10:30 a.m. to 1:00 p.m. and 30 minutes will be subtracted.

Core time

Basic working hours determine the time period of an employee having to be present at the workplace. It determines the time period in which the employee has to arrive the latest and has to depart the earliest –cannot be absent, regardless of whether they have or do not have flexible working hours.

Here you will also enter the time of breaks which are not included in the worked off paid working hours.

Example: From the employee's worked off working hours maximum of 40 minutes is subtracted and they have to be present at the workplace from 9:00 a.m. until 12 p.m.

List of floating break rules

Fixed break determines fixedly given time period of taking a break. There is no space for s flexible taking of a break.

Example: Fixed break is set from 9:00 a.m. to 9:10 a.m. and 10 minutes is subtracted.

Calculated

Calculated breaks determine the length in dependence on worked off hours.

Example: After 3 worked off hours a 10 minute break is ordered. After 6 worked off hours a compulsory break of 30 minutes ensues. After 9 hours it is 10 minutes. Worked off hours count from the first arrival at work in a given day.

It is necessary to choose from the selection "How rules of calculated breaks are used" how to treat the calculation

The minimum length of a break which is to be included – The minimum length of a break determines the shortest amount of time a break can take up so that it is counted into this period.

Overtime

List of time zones which are considered overtime. List of time zones will enable setting individual time periods within which worked off time is considered overtime and it falls under an individual manner of calculation – time when work is made advantageous by a benefit. This time is recorded on a relevant overtime account.

Deposit x% of calculated overtime This function sets up a target overtime account on which the time worked off in a selected period is recorded. We can distinguish an overtime account for night work, weekend work, public holidays etc.

Insert x % of calculated overtime Overtime work will be finally reported on the account which was selected. This information can be evaluated and compensated for during the employee wage calculation. One of the options of compensation is also providing a benefit in the form of rising the number of worked off hours if these were completed during the overtime. It is possible to draw substitute holiday from these hours or they are paid for within the standard rate without a benefit and the benefit is determined by rising the number of hours in the system.

Example: Employer provides a 25% benefit. This means that one hour of overtime = 1h 15 min, and this time can be used as a substitute holiday or it will be paid for. Work from 8:00 p.m. to 11:00 p.m. is considered overtime. I can choose what to further do with worked off hours in this time period. I select an account on which this time will be recorded, eventually also the amount of provided benefit in light of which this time will be re-calculated.

Reporting zones

Reporting time zone

This bookmark serves only to monitor certain eventualities which may occur. It allows you to get an overview of the required information without any intervention in the distribution of hours and calculations, and thus effectively monitor the behaviour of the employees.

Example: I am interested to know who and how often they stay at work from 8:00 p.m. to 10:00 p.m. and who has it counted as "night work". This information will help me for example to filter out unwanted frequent night work in order to get a benefit.

How to: Set a reporting zone period and an account where this time is saved.

Reporting by event logs

Here you can select an event to be reported and the account in which this time will be recorded.

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Default account in which the time worked is credited

Here you can select a default account in which the time worked will be credited.

Public holiday settings

In the basic setting public holiday is conceived as a day when a work responsibility does not arise. If your company's needs are different, this setting allows you to set public holiday to workday mode. The option to keep records of missed time on the account of public holiday absence is a function of an informative character. In its use you will get an overview of hours missing because of a public holiday without the employees appearing to have violated working hours. If you want to use this option it is necessary to create a public holiday absence account in accounts.

Example: If a weekday happens to be a public holiday this day is conceived as a day off, if the checkbox Work during a public holiday is selected then it is in the work day mode.

Click on "Save"

Punch rounding

These two functions are executed by rounding of entry and exit time. The entry is rounded upwards to the nearest multiple of the selected time, exit is on the contrary rounded downwards to the nearest multiple of the selected time. The rule is always advantageous for the employer.

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Rounding off the time

These two functions carry out rounding off of entry and exit times. The entry is rounded up to the nearest multiple of the selected time, while the exit is rounded down to the nearest multiple of the selected time.

The rule is always advantageous for the employer.

Several options may be selected:

• Do nothing - rounding off the time is off
• Round off the time recorded - the time is rounded off to the nearest multiple selected by you.
• Shift the time record - the record is shifted. A positive number shifts the record forwards, a negative number shifts the record backwards.
• Shift and then round off the time recorded - a combination of rounding off and shifting the time recorded.

“Click on “Save””

How to: the daily rules switch

The daily rules switch allows you to set the conditions of the shift operation in the company. To determine the relevant shift we will designate a time period in which the arrival is evaluated as a morning, an afternoon or a night shift. Based on such set rules the system will choose a specific evaluation mode of a given employee's attendance. Within the framework of the daily rules switch the choice of applying of a specific rule in case of a full-day absence is handled at the same time.

How to:

• Click on "Create rule"

Select from the type of rules "daily rules switch"

• Rule name: We recommend a short fitting name

• Rules for day working rule selection: You will set the time of arrivals range to shift operation and to what shift this arrival is categorized.

Example: Employee arrives between 4:00 a.m. and 7:00 a.m. – their attendance will be categorized in the pre-defined shift "8h". If they arrive between 1:00 p.m. and 3:00 p.m. the attendance will be categorized into the pre-defined shift "6h/p"

Rule selection, when not at work.

In the event that an employee does not arrive at work throughout the course of the whole day, it is possible to use this function to determine in advance the rule to be applied. If they do not have a work responsibility every day it is not necessary to specify this option.

How to: weekly rule

Weekly rule will determine the dispersion of entitlement to employees' attendance during the work week. In this way it is possible to specify different requirements for specific days in the week – e.g. office days.

Example: Mandatory presence at the workplace of the company is required on Monday and Tuesday from 8:00 a.m. to 4:00 p.m., other days only from 8:00 a.m. to 2:00 p.m. Within the framework of the weekly rule I will choose from the created portfolio of daily rules and assign these to the respective days.

• Click on "Create rule"

Select from the rule types "week rule"

Rule setting

• Rule name: We recommend a short fitting name

• Rules for week days: Here for each day you can pick from already pre-defined daily rules

 Click on "Save"

List of existing work rules

Individual rules on the displayed list of existing working rules can be edited, a copy can be created (recommended when creating similar rules) or they can be deleted. In case of deletion (not recommended) some already set rules can stop working.

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