This section allows you to create rules that can be applied to multiple Day Codes instead of creating a new rule for each individual Day Code. This option is most beneficial when you have more than one Day Code with the same or similar start and end times that would use the same or similar rule(s).
Rounding is used to set up grace periods to define how long after a shift has started and/or before a shift ends that an employee can punch in or out and have the shift round the time to the actual start or end time. In other words, how much grace time does the employee get for arriving late and leaving early?
▪Select the Config menu. ▪Select theSetup menu. ▪Select System Rules.
▪Expand the Day Code Rule section. ▪Select Rounding.
The rounding rules may be defined in this section and applied by selecting them from the drop-down menu (below) at the Day Code level.
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To create a rounding (grace time) rule: ▪Click the plus symbol (+) on the left side to add a new rule. ▪Add a description. ▪Click Save.
To complete the parameters for the rule (grace in / out): ▪Click the plus symbol (+) on the left side to add a new rule (Grace in below). ▪Select the Punch Type, in or out. ▪Complete the time fields. The example below, for a shift that starts at 7am and ends at 3pm, will allow a three (3) minute grace. Anything above three minutes late (For field) will deduct 15 minutes (Adjust field). The start and end window should logically follow your general rounding rules. In the case below, the general rounding is in 15 minute increments. ▪Follow the same process above to create a row for Grace out. In this example, both the in and out punch allow three (3) minutes grace for arriving late or leaving early.
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Absolute break times may be configured to set up start and end time windows for lunch breaks when employees must punch in and out for lunch. Instead of setting up absolute break times for each Day Code, you may define rules in this section which may be applied to multiple Day Codes.
▪Click on the plus symbol (+) to add a new rule. ▪Add a description (Break below).
▪Tick the days of the week the break rule should apply to (all days above). ▪Select the window of time employees may punch within for their break time by entering the Start and End times. ▪Complete the remaining fields (below).
If Combined is not ticked, employees will only get one break. If they don't take all 30 minutes (Duration below) they lose it once they punch back in. If combined is ticked, employees may have many breaks within the start / end time window, up to 30 minutes. For example, they may take two separate 15 minute breaks, a 10-minute and a 20-minute break, or three 10-minute breaks.
The following Absolute Break Rule example has been set up for a shift from 9am to 5pm, that required a lunch punch:
It may be applied to the Day Code as follows:
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To configure Premium Groups which you may apply to multiple Day Codes, navigate as follows:
▪Select Config. ▪Select Setup. ▪Select System Rules. ▪Select Day Code Rules. ▪Select Premiums.
The following menu will appear:
Since premiums are typically defined by time of day (evening / night versus day time), type of day (weekend versus weekday), and by union group, we recommend that premium groups be divided by time of day first, and additionally by union group if necessary. If, for example the Registered Nurse union has completely different premium start and end time windows, you may need to clone and edit the groups you created based on time of day, and apply them to this union.
Premium Groups by Time of Day
The following three (3) example groups have been created to represent shifts with an morning start, an afternoon / evening start, and a night start. You will notice that the premium Start and End windows correspond with the Early Start and Day Change times (24-hour window) of the Day Codes with the same shift type. The premium descriptions below are for hourly premiums.
Day Shift Premium Group Example Notice the Start / End time for the CUPE WKD shift for Saturday and Sunday, apply to the whole 24-hour period, from midnight to midnight (0:00 to 0:00 next day).
Corresponding Day Code The 24-hour window for this Day Code is also midnight to midnight (0:00 to 0:00 next day) represented by the Early Start and Day Change times.
Afternoon / Evening Shift Premium Group Example Notice the Start / End time for the CUPE WKD shift for Saturday and Sunday, apply to the whole 24-hour period, which runs from 7am to 7am the next day. This would be a typical configuration for shifts that run from 3pm to 11pm. This allows additional time for correct rounding for shifts that extend past midnight. For example is the employee punches out at 12:15am instead of 11pm at the end of the shift, the system will adjust for the hours after midnight, since we extended the 24 hour start and end, by seven (7) hours.
Corresponding Day Code The 24-hour window for this Day Code is also 7am to 7am the next day, represented by the Early Start and Day Change times. These times may be adjusted to correspond with different shift types, for example if the shift change time are 6am, 2pm and 11pm, you may make this 24-hour window run from 6am to 6pm instead.
Night Shift Premium Group Example Notice the Start / End time for the CUPE WKD shift for Saturday applies to the whole 24-hour period, which runs from 12pm to 12pm the next day. The Sunday premium ends at 7am so this weekend setting runs from 12pm on Sunday to 7:00 (Monday) instead. This would be a typical configuration for shifts that run from 11pm to 7am.
Corresponding Day Code The 24-hour window for this Day Code is also12pm to 12pm the next day, represented by the Early Start and Day Change times.
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This option may be used to add different types of bonuses to the Day Code configuration. ▪Select the Config menu. ▪Select theSetup menu. ▪Select System Rules.
▪Expand the Day Code Rule section. ▪Select Bonuses.
Creating a Bonus Rule ▪Click the plus symbol (+) on the left side to add a new rule. ▪Add a description. ▪Click Save.
Completing the Bonus Rule Parameters ▪Click the plus symbol (+) on the right side to add a new rule. ▪Add a description to specify the details of the new rule since you may have more than one rule within each new group rule (two below).
Days of Week Tick the applicable Days of Week to indicate which days the rule applies to (all below).
Apply to Hours Select the type of hours the bonus applies to. In the example below, the first bonus (RN OT Reg Day) applies to any type of hours worked whereas the second bonus rule (RN AC for Stat) applies to hours worked as OT3 (configured as stat holiday in this case, paid at 1.5 x the employee's rate).
Hours Add the number of hours the employee will receive as a bonus (30 minutes below) for both rules.
Pay As Hours Tick this option if the employee will be paid either regular or overtime hours. The first rule requires this option to be ticked.
Hours Type If the previous field is ticked, you must specify what type of hours the employee will be paid. In the first bonus rule example, the employee will get overtime (OT1).
Pay As Premium Tick this option if you would like the bonus to be paid as a premium.
Hours Type If the previous field is ticked, select which premium applies.
Pay As Attendance Code Tick this option if you would like the bonus to be paid as an Attendance Code. The second bonus rule is set up to pay to an Attendance Code (BONUS).
Att Code If the previous field is ticked, select the Attendance Code.
Day Type Select what type of worked day the bonus applies to, Any, Regular, or Holiday. The first bonus rule below applies to any day, whereas the second bonus rule only applies to a day predefined as a stat holiday.
Department & Class If the bonus only applies to certain departments and / or classes, define them in the applicable section.
Threshold Complete this section with the minimum number of hours the employee must work to qualify for the bonus if applicable (six hours in the first bonus rule).
Qualifying Criteria Complete this section if you have Prerequisites defined in the system that, if not met, may disqualify employees from receiving the bonus.
Ignore Full Day Requirement Tick this box if the employee is not required to work specifically between the hours defined by the Day Code start and end times. If enabled, employees just need to work some hours within this period. If ticked, Threshold setting and Qualifying Criteria will not apply.
If this box is not ticked, employees must work the full period between the Day Code start and end times. If they leave early, or arrive late, or if they work the same number of hours but the hours don't fall within the defined period, they do not qualify for the bonus.
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