The StaffScheduleCare system uses Day Codes to define the details for a shift. Such items as: Breaks, grace periods, Start / End time, Premiums etc. it is not recommended that Day Codes be deleted. You may wish to run historical reports etc. that will include this Day Code. By changing the description, you can alert others that it is not to be used.
To access the Day Code setup:
▪Click on the Config menu.
▪Click on the Setup menu.
▪Click on Day Codes.
The Day Code screen is divided into two sections. The left panel is a list of all existing Day Codes. The right panel is the detail configuration for the highlighted Day Code.
Create New Day Code
Depending on your security access, you may Add, Delete or Clone a Day Code. Please note that cloning is the StaffScheduleCare recommended method of adding new day codes.
The Add option allows you to add a new Day Code.
▪Click on the Plus con.
A new line will appear at the bottom of the Day Code List. Populate the Day Code code field with the new name and description. Click Save.
With the new Day Code highlighted, on the right-hand start configuring the rules to be applied. Start with setting up the Shift Times configurations and work your way through the tabs.
The Cloning option allows you to make a copy of an existing Day Code.
▪Click on the Day Code you would like to Clone so it is highlighted blue.
▪Click on Clone icon. (Blue folders)
A new line will appear with the same description and Detail configurations. Make the modifications to configure the new Day Code. Be sure to add the new Day Code name and Save.
A Day Code must have a Shift Start and Shift End time. These times are the times that an employee must punch in by and a time the shift ends.
Step 1 – Set the Start and End times of the shift.
Step 2- Set the Buffer times. The Buffer times define how early before a shift and how much after a shift a punch can be done and not be included as extra time or overtime. In the image below an employee can punch in after 9pm and the punch will be rounded to 10pm.
Step 3 – The Early Start
If a shift is going over midnight, you must be sure to select the correct day setting. The example below shows a shift starting at 6am today. The Shift End is 7am the Next Day.
The End Buffer and Day Change times must also show Next day.
If there is an error with the time line of your new shift, the system will pop-up a warning and quick view of the current time settings. You will need to review the time line setup. Do not click Save, to exit click on the X.
Mandatory Scheduled Day – This should be checked off and the shift Type needs to be selected. The system will use the Type when matching an employee’s availability for a shift.
Minimum Day Time - This field is optional and may be left at 0:00. The Minimum Day Time field is used to identify the Minimum time the employee is required to work for the day to be considered worked.
Flexible – This option allows an employee to start at any time within start and end times.
When the Flexible option is on, the system does not generate Exceptions. Exceptions are generated only if the employee worked longer than the duration of the shift.
Alternate Shift Buffer - Allows you to set a certain amount of grace time that will be applied if this is not the employee's standard shift. This allows them time to punch in before considering them as late. this buffer extends the shifts start time by the time entered in this field.
For example, my normal shift is 8-5, but from time-to-time I work 3-11. If I am a little early or late, and the 3-11 day code does not have an Alternate Shift Buffer assigned my hours will be calculated by my 8-5 day code and my correction screen exceptions will be incorrect. But if a buffer is applied, and my in punch falls into these extended parameters, then my time will be calculated by the 3-11 day code
Length – The length of the shift will be calculated when you save. If the length appears as a negative number – you have configured the Time Section incorrectly. This Length will be 0:00 for ALL non-mandatory scheduled days.
Tour Length - Enter the number of worked hours this Day Code will credit towards a Tour.
Type - Use the drop-down list to select if the shift will be morning, afternoons, evenings or nights. This will work with the employee's availability for the shift.
Meal Time – Used to identify how much time an employee must work in order to be reimbursed for the meal time. Enter a threshold of time in the Meal Time field, i.e., 6:00 hours. The threshold definition indicates that an employee must work at least this many hours in a day to qualify for the meal allowance. This feature is used in conjunction with the Meal Allowance Calculation found on the Time Menu and requires an Attendance Code setup.
Shift Units – This field is used in conjunction with the Holiday Calculation when the number of shifts is used to determine paid hours eligibility. This field will define how many shifts a Day Code will be counted as. For example, an 8:00a-5:00p shift would be one unit, but a double or twelve hour shift, i.e., 8:00a-8:00p might be considered two units.
Grace periods are set up 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.
Use the Plus icon to add or the X to delete lines.
In the image below, there is a 2 minute In grace and a 4 minute out grace periods.
Another option is to use a preset rule. Click on the check box side Rounding Rules and select one from the drop-down list. The preset rule will populate the grace period window.
Here you will define lunch and break periods. You can define them as either paid or unpaid, whether the hours contribute to regular hours and if punching in and out is required.
When checked, Paid and break Duration is tracking by the system accordingly. Any break within start and end times are added to worked hours.
The combined time of any breaks are not to exceed 1 hour of paid time.
When the Shift Rotation OT is set to Based on First Day Code, the Lunch and OT calculations are based on the First Day Code if the employee works multiple shifts.
The Rounding, Breaks and Premiums are based on the respective Day Codes.
If the client requires the second shift to auto deduct lunch. On the First Day Code, Breaks tab, turn on Repeating.
If overtime is to be applied to a shift after working a specific amount of time, you may assign an OT code to the Day Code of that shift. In the Relative section you may assign an OT code.
▪Click on the Plus icon and populate the new line.
▪Double click on the Type field for the OT drop-down list.
The Days of Week field allows you to select which days of the week the OT can be applied. Populate the After column with the number of hours to be worked before OT is applied.
You may click on the check box beside Use Relative OT Rules and choose from a preset rule drop-down.
If overtime will always be applied to shift you may set the parameters in the Absolute section. Use the Plus icon to add new rules or click on the check box beside Use Absolute OT Rules for preset rules.
In the example below:
Line #1: The employee with always get OT1 for the hours between 9 and 11 on Sundays.
Line #2: If the employee works on a Holiday between 2 and 5 any day of the week, they will earn OT2.
Premiums can be associated with a shift based a specific period within the shift. Use the start and end times to define the period. You may also define an override rate in the Rate column.
▪Double click in the Type column to select the premium to be applied.
You can set a minimum number of hours to be worked in the Threshold column.
In the image below, the employee must work four hours to get the premium
By using the Qualifying Criteria option, Attendance Codes can either qualify or disqualify for a bonus. The Attendance Code is setup as a Prerequisite.
▪ Double click within the field to access the Prerequisite rule window. Select the Prerequisite.
Guaranteed Call-in Tab
Some shifts get a guaranteed call-in number of hours. In the image below, 4 hours are guaranteed on all days of the week and on any day Type.
Security Access Tab
This feature is used to restrict facility access to just the start and end of a shift. For further information please contact your StaffScheduleCare Account Manager.