Timesheet rules and functions

1) Explanation of timesheet rules

2) Set organisation timesheet rules 

3) Employee specific timesheet rules

4) Reapply timesheet rules

5) Shift warnings

6) Pay shift

7) Pay shift rounding

8) Actual shift automatic breaks

9) Leave shift automatic breaks

10) Pay shift limiting

11) Pay shift matching

12) Automatically create shifts

13) Automatically split shifts

14) Public holiday shifts

15) Other

 

1) Explanation of timesheet rules

Timesheet rules in easyemployer allow rules to be set across the whole organisation or overridden for a particular employee. Rules affect the automatic warning system for clocked shifts. Warnings are generated on the timesheet based on a discrepancy between the roster shifts and actual shifts. These warnings will only appear if the threshold set in the timesheet rules has been breached. If thresholds are strict more warnings are likely to be generated on the timesheet. If more lenient thresholds are set then less warnings are likely to be generated.

2) Set organisation timesheet rules

Organisation roster rules are applied to all employees except those who have overridden rules.

1. Click the Organisation tab

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2. Click Organisation

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3. Click Rules

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4. Click Timesheet Rules

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5. The following screen is displayed

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6. Here you can set values which will filter down to all employees that don't have overridden values

7. Hover over the help icon  Help_Icon.png for a description of the rule.

8. Click Edit next the rule if you would like to change the value.

 

3) Employee Specific Timesheet Rules

Rules can be overridden for employees who require custom rules

1. Click the Organisation tab

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2. Click Users

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3. Click the user

4. Click Rules

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5. Click Timesheet Rules

6. From here you can edit rules for the user by clicking on Edit next to the rule. 

7. An example of this is an employee who start a shift 45 mins before or after the start time will throw a warning.

8. Click Edit next to the rule General shift start warning threshold and set this value to 45 mins  from default 30 mins

9. Now any changes to the organisation rules will not affect this employees specific rules.

10. Now this will throw a warning if user start a shift 45 mins before or after the shift start time

 

4) Reapply timesheet rules

Timesheet rules can be reapplied for individual users, a single day and for the whole week based on the groups in scope.  This allows you to modify a timesheet rule, reapply the rule and see the result. 

To reapply the rules:

1. Open the timesheet

Single user

Click the reapply timesheet rules button on the right hand side of the user

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The rules will be reapplied for the single user for the week. 

 

Single day for visible groups

1. Select the groups to reapply the rules by using the groups button

2. Located at the bottom of the day, click the reapply timesheet rules button as shown in the following picture:

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 The rules will be reapplied for the single day for the visible groups

 

The whole week for visible groups

1. Select the groups to reapply the rules by using the groups button

2. Located at the bottom right, click the reapply timesheet rules button as showing in the following picture:

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The rules will be reapplied for the whole week for the visible selected groups.

 

5) Shift warnings

General shift start warning threshold

Value set in minutes. This is the threshold applied before a warning is generated for the start of a shift compared to the rostered shift start time. If limiting the start time of a shift, (using the ‘Limit paid start time’ rule) this warning only applies when a user starts their shift late.

 

General shift end warning threshold

Value set in minutes. This is the threshold applied before a warning is generated for the end of a shift compared to the rostered shift start time. If limiting the end time of a shift, (using the ‘Limit paid end time’ rule) this warning only applies when a user ends their shift early.

 

Include leave shifts when calculating shift durations

Value can be set to ‘Yes’ or ‘No’. When calculating the duration of a worked shift for a user, this will consider leave shifts and worked in the day as a single shift. (as far as it is understood, this consider the time split between the worked shift and the leave shift as a single shift. Used if a user needs to enter a leave request that covers part of a day. This is very similar to ‘count consecutive shifts as a single shift).

 

Threshold for including a leave shift when calculating shift duration

Value set in minutes/hours (various times can be selected from a dropdown menu ranging from 1 minute to 8 hours). Used in conjunction with ‘Include leave shifts when calculating shift durations’ this rule represents the amount of time that can elapse before the leave shift is not considered part of the same shift as the worked shift for a day. 

 

Forgot to clock on warning threshold

Value set in hours. This is a threshold applied before a warning is generated if a user has forgotten to clock on based on their rostered shift. 

 

Early clock on warning threshold

Value set in hours. This threshold is applied before a warning is generated if a user has clocked on early based on their rostered shift. 

 

Break taken warning

Value can be set to ‘Yes’ or ‘No’. If ‘Yes’, a warning will be displayed if the user clocks an unpaid break when they were not rostered to take one.

 

Break not taken warning

Value can be set to ‘Yes’ or ‘No’. If ‘Yes’, a warning will be generated when a user has a break on their roster but does not clock one in their actual/timesheet shift.

Roster and actual shift custom entities do not match

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’ a warning will appear on shifts in the timesheet if any custom entities do not match the roster.

 

No rostered shift warning

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’ a warning will be generated on any actual/timesheet shift that is not linked to a rostered shift (linking is indicated by dotted lines surrounding both the roster and actual/timesheet shift in the timesheet).

 

6) Pay shift

Prioritise shift rounding

Value can be set to ‘Yes’ or ‘No’. This determines if the shift rounding rules should be prioritised over pay shift limiting rules. If set to ‘Yes’, shift rounding rules will come into effect first. If set to ‘No’ pay shift limiting will be in effect first. 

 

7) Pay shift rounding

Shift start time rounding 

Value can be set to ‘None’, ‘Round up’, ‘Round down’ or ‘Round to nearest’. This rule controls the default rounding for a shift’s paid start time.

 

Start time rounding increment 

Value set in minutes. The paid start time of a shift will be rounded to the increment set here. Only the paid start time will be affected, the clocked time will not be changed.

 

Shift end time rounding increment 

Value can be set to ‘None’, ‘Round up’, ‘Round down’ or ‘Round to nearest’. This rule controls the default rounding for a shift’s paid end time.

 

End time rounding increment

Value set in minutes. The paid end time of a shift will be rounded to the increment set here. Only the paid end time will be affected, the clocked time will not be changed.

 

Overall shift duration rounding

Value can be set to ‘None’, ‘Round up’, ‘Round down’ or ‘Round to nearest’. This rule controls the default rounding for a shift’s duration.

 

Overall duration rounding increment

Value set in minutes. The paid duration of a shift will be rounded to the increment set here. This will typically affect the paid end time of a shift. The clocked time will not be changed.

 

8) Actual shift automatic breaks

Automatically create break

Value can be set to ‘Yes’, ‘No’ or ‘Based on roster shift’. This rule can be used to automatically create or add an unpaid break to a shift. If ‘Yes’ is used, the break will be created in the middle of the shift and this rule must be used in conjunction with ‘Automatically create break every x hours’. If using ‘Based on roster shift’, an unpaid break will only be added to the shift is the user had been rostered for an unpaid break. 

 

Automatically create break every x hours

Value set in hours. Used in conjunction with the ‘automatically create break’ rule if set to ‘Yes’. This rule will automatically add unpaid breaks every x hours on worked shifts. If the value is set to 4 hours, then every 4 hours of a shift will cause a break to be generated (and 8 hour shift will have 2 breaks).

 

Minimum shift length

Value set in hours. This rule is used in conjunction with ‘automatically create break’ and ‘automatically create break every x hours’ and applies to the minimum length of a shift that a break should be added to. For example, if the ‘automatically create break every x hours’ is set to 4 hours and this rule is set to 6 hours, breaks will be automatically added to shifts when a user has worked a minimum of 6 hours. Shifts shorter than this will not trigger the automatic break creation.

 

Days to apply

Value can be set to ‘All’ or ‘Standard days’. This controls the days on which automatic breaks should be generated.

 

9) Leave shift automatic breaks

Automatically create breaks 

Value can be set to ‘Yes’, ‘No’ or ‘Based on roster shifts’. Used to automatically add breaks to leave shifts. If ‘Yes’ is used, the break will be created in the middle of the shift and this rule must be used in conjunction with ‘Automatically create break every x hours’. If using ‘Based on roster shift’, an unpaid break will only be added to the shift if the user had been rostered for an unpaid break.

 

Minimum shift length

Value set in hours. Used to set the minimum shift length of a leave shift before the break is automatically applied.

 

10) Pay shift limiting

Limit paid start time

Value can be set to ‘No limit’, ‘Allow up to x minutes’ or ‘Restrict to roster start’. Used to prevent users from being overpaid if they start their shift earlier than scheduled.

  • No limit - user will have a paid duration that matches their clocked time
  • Allow up to x minutes - user will have some leniency for their paid start time. Must be used in conjunction with ‘Allowed start time threshold’.
  • Restrict to roster start - user will not be paid for any time clocked before the roster shift was due to start.  

 

Allowed start time threshold

Multiple values available for selection on drop down. Options range from ‘No limit’, ‘1 minute’ up to ‘3 hours’. If ‘allow up to x minutes’ has been selected for ‘Limit paid start time’ users need to set a value for this rule to determine the ‘x minutes’ value.

 

Start time warning threshold

Multiple values available for selection on drop down. Options range from ‘No limit’, ‘1 minute’ up to ‘3 hours’. If limiting the start time of a shift, this rule will cause a warning to appear on the timesheet if a user starts their shift over the value set. This warning will state that the user started their shift more than x minutes early and ask if they should be paid for the additional clocked time.

 

Limit paid end time

Value can be set to ‘No limit’, ‘Allow up to x minutes’, ‘Allow up to duration of rostered shift’ or ‘Restrict to roster end’. Used to prevent users from being overpaid if they end their shift later than scheduled.

  • No limit - user will have a paid duration that matches their clocked time
  • Allow up to x minutes - user will have some leniency for their paid start end. Must be used in conjunction with ‘Allowed end time threshold’.
  • Allow up to duration of rostered shift - provides leniency if a user starts their shift late, users can still work additional time at the end of the shift to make up for being late, but no longer than the rostered shift duration will  be paid.
  • Restrict to roster end - user will not be paid for any time clocked after the roster shift was due to end.

 

Allowed end time threshold

Multiple values available for selection on drop down. Options range from ‘No limit’, ‘1 minute’ up to ‘3 hours’. If ‘allow up to x minutes’ has been selected for ‘Limit paid end time’ users need to set a value for this rule to determine the ‘x minutes’ value.

 

End time warning threshold 

Multiple values available for selection on drop down. Options range from ‘No limit’, ‘1 minute’ up to ‘3 hours’. If limiting the end time of a shift, this rule will cause a warning to appear on the timesheet if a user ends their shift over the value set. This warning will state that the user ended their shift more than x minutes late and ask if they should be paid for the additional clocked time.

 

Duration warning threshold

Multiple values available for selection on drop down. Options range from ‘No limit’, ‘1 minute’ up to ‘3 hours’. Shift durations that exceed the roster shift by the value set here will have a warning generated. This warning will ask if the shift duration (paid duration) should be changed to match the roster.

 

11) Pay shift matching

Match roster shift

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’, the pay shift start time will be changed to match the roster shift start time listed on the linked roster shift. This requires a roster shift to be attached to a timesheet shift to work. 

 

Match roster shift start threshold 

Value set in minutes. This setting represents the number of minutes that can elapse from the rostered shift start time. If a user clocks their shift outside of this threshold the pay shift will not be adjusted to match the linked roster shift. If this value is set to ‘0’, the pay shift start time will always be adjusted to match the linked roster shift.    

 

Match roster shift end

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’, the pay shift end time will be changed to match the roster shift end time listed on the linked roster shift. This requires a roster shift to be attached to a timesheet shift to work.

 

Match roster shift end threshold

Value set in minutes. This setting represents the number of minutes that can elapse from the rostered shift end time. If a user clocks their shift outside of this threshold the pay shift will not be adjusted to match the linked roster shift. If this value is set to ‘0’, the pay shift end time will always be adjusted to match the linked roster shift.   

 

12) Automatically create shifts

Automatically create shifts

Value can be set to ‘No’, ‘From roster shifts’, From standard days’ or ‘From either’.

  • No - shifts will not be automatically created
  • From roster shifts - shifts will be automatically created for users with rostered shifts (clocking is not required)
  • From standard days - shifts will generate for users on their standard days. This will be the same whether the user has been rostered or not.
  • From either - shifts will be created based on rostered shifts first and then standard days (any standard day with a shift will not be topped off for hours if they are lacking in the roster).

 

Show warning for automatically created shifts from standard days

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’, any shifts automatically created from standard days will trigger a warning on the timesheet.

 

Show warning for automatically created shifts from roster 

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’, any shifts automatically created from the roster will trigger a warning on the timesheet.

 

13) Automatically split shifts

Automatically split worked shift to match rostered shifts 

Value can be set to ‘Yes’ or ‘No’. Used to split a user’s clocked time across multiple rostered shifts on the same day. This means a user only needs to clock on at the start of the day and clock off at the end and their time will be divided into multiple clocked shifts to match the roster. 

 

Maximum gap between rostered shifts when splitting

Value set in minutes. Used in conjunction with ‘Automatically split worked shift to match rostered shifts’ rule. Shifts will still automatically split to match the roster but they need to begin within the threshold of the value set in this rule. If shifts are too far apart users will need to clock out and back in again to split their shifts.

 

Minimum length of a split shift

Value set in minutes. This is the minimum length of a rostered shift that can be split using the ‘Automatically split worked shift to match rostered shifts’ rule. Shifts that do not meet the value set for this rule will be ignored (not created) and the current/previous shift clocked will continue.

 

14) Public holiday shifts

Role for automatically generated shifts

Value can be set to ‘Most commonly worked role’ or ‘Home role’. Used to determine the role that should be the default for automatically generated non worked public holiday shifts. ‘Most common’ will use the role that user works most often on the public holiday. ‘Home role’ will default to always use the home role set in the user’s profile. 

 

15) Other

Allow user timesheet changes

Value can be set to ‘Yes’ or ‘No’. If set to ‘Yes’, users will be able to make changes to their timesheet shifts. Any shift that has been changed by a user will be changed to blue on the timesheet, this makes it easy to identify user changes.

 

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