Shift Rotation Menu Options

The Shift Rotation main screen consists of two sections.

The left side is a list of the Shift Rotations. The Right side is the detail of the highlighted Shift Rotation.

The centre divider bar (noted in green) can be dragged either left or right using click and drag.

Employee link

The number of employees assigned to each shift rotation is shown in the Employee column.

Click on the number to open a list of the employees.

Toolbar Options

Field Visibility - See the Field Visibility section for detailed instructions.

Plus icon - Add - Create a Shift Rotation..

Red X icon - Delete - Delete a Shift Rotation.

Cancel - If you have not saved the record and would like to remove the data, click on Cancel.

Clone - Allows you to copy (clone) a rotation.

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GENERAL TAB

Rounding

The Rounding In punch/out punch rules are the rules that will determine how a punch is handled outside the buffers and grace times.

Rules for an in punch may be set up differently than the rules for an out punch.

Check the Apply to Whole Day flag.

If this is not checked on, the rounding rules will only apply to punches that fall in between the Start and End times of the Day rules.

In this example, rounding is set up to adjust 1 minute paid after 1 minute worked. The employees will be paid for each minute they work.

In this example, you must work 5 minutes of each 15 minute segment to get paid for the full 15 minutes.

Bonus

Click on the Apply check box to enable.

Hours field - is the amount of bonus time.

Pay As Hours - Defines what type of hours. In our example the hours are Regular hours. these hours will show on the Time Card under Regular.

Pay As Attendance Code - Click on the drop-down arrow and select from the Attendance Code list if the hours should contribute to an Attendance Code.

Use First Punch DayCode

Use this option if the Shift Rotation has multiple shifts on a day and you would like the Day Code rules from the first shift's Day Code to apply to all shifts on that day.

Alternate Shifts

A final option is to set up Alternate Shifts. If an employee does not always work a set schedule but may work different schedules that can change from day to day, you can use Alternate Shifts.

Set up a different Shift Rotation line in the Master Schedule for each possibility, and then in the Alternate Shift section shown above, select each Shift Rotation as a possible alternate to their main one.

It is very important to pay especially close attention to the setup of your Day Rules if you plan to set up alternate shifts. The key is to make sure that none of the shift buffers and start times overlap.

▪Click on the Plus icon.

▪Click in the Alt Shift field and select from the drop-down list.

▪Click Save.

Premium Maximums

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Shift Overtime

Frequency - Weekly, Bi Weekly, Semi-Monthly or Every 4 Weeks.

Include Holiday - If the holiday benefit hours are to be included in the threshold for the overtime calculation.

Example:

Monday is a holiday, and the employee receives 8.0 hours of holiday pay.

Tuesday the Employee works 8.0 hours

Wednesday the Employee works 8.0 hours

Thursday the Employee works 8.0 hours

Friday the Employee works 8.0 hours

Saturday the Employee works 4.0 hours (Is this paid as Overtime?)

OT Start Date – Is the next day for the previous payroll end date. It will only be different if your overtime period and your pay period are different.

Overtime Thresholds

The After value represents the number of accumulated hours the employee needs to work to receive the Overtime value.

For example, if the employee will receive overtime after 40 hours worked in a single week, you enter 40:00 in the After field next to OT#1 and check off Weekly in the Frequency section.

Holiday Overtime

The Holiday as Overtime section determines at what overtime rate the hours that are worked on a Holiday will be paid.

The holiday list is set up in a different area of the software, only the rate for working on a holiday is set up here.  Also, all rate values for holiday pay would have been previously defined on the Company Profile, i.e., 1.5 or 2.0.

This section can also be used to define and determine the Qualifying Criteria an employee must meet (if applicable) for earning this OT rate.  Any combination of these fields can be used for determining the qualifying criteria.

Field options

Holiday as Overtime = the rate that will be earned when worked

After 00:00 hours = If met all hours over this threshold will be paid at the defined rate.

Employees who do not meet the defined criteria will be paid regular hours.

6th and 7th Day Overtime

Week Start Day - Identifies what day of the week is the 1st day used to calculate the 6th or 7th day.

In the example above, Monday is the Start Day, therefore Saturday would be day 6th and Sunday would be day 7th.

If the Start day was Tuesday, Sunday would be the 6th day and the Monday would be day 7th.

6th Day Overtime - Click on the drop-down arrow and select the OT.

6th Day After Hours - Enter the number of hours needed to have been worked before receiving overtime (Cannot be 0:00).

7th Day Overtime - Click on the drop-down arrow and select the OT.

7th day After Hours - Enter the number of hours needed to have been worked receiving overtime (Cannot be 0:00).

Consecutive - Checked - you are telling the system that to meet the overtime criteria the days must be consecutive.

If unchecked - you are telling the system that the just one day need to meet the criteria.

Consecutive Weekend OT

Both weekend days must be worked days to be counted as a worked weekend.

Week Start Day - Identifies what day of the week is the 1st day used to calculate the 6th or 7th day.

In the example above, Monday is the Start Day, therefore Saturday would be day 6th and Sunday would be day 7th.

This would define a Weekend for the Consecutive weekend count.

Consec Weekends Worked

The Consecutive Weekend Worked number is the number weekends in a row an employee can be scheduled for.

In the image above consecutive weekends is set at two. If the employee has worked two weekends in a row, they cannot be scheduled for a third.

Must Work Hours

This is the threshold the employee must work per day of the consecutive weekend before their hours are converted from Regular to OT.

If threshold is 7.5 hours, and they only work 6.0 hours. the hours remain in Regular. If they worked 7.5 hours or more, then they would get OT for the 7.5 hours.

Using the image above, this rule would only apply to the second consecutive weekend worked.

To convert Regular into OT

Click on the drop-down arrow and select the overtime you would like the OT hours to be applied to.

Count Holidays as a Shift

Shifts worked on a Holiday that fall on the defined Weekend days count towards the consecutive weekend worked.

Multi Daycode day Rules

Move Overtimes to Att. Codes

Use this option for Management/Non-Union to automatically bank any Overtime hours that are generated on the Time Card.

User can choose which Overtimes will be converted to an Attendance Code, and which Attendance Code will be used to bank the time.

See section below on Shift Rotation Overtime - Banked Time for configuration.

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PREMIUM TAB

The Maximum Premium section is used if the employees can only earn a maximum amount of premium time.

Enter the applicable values in the applicable fields and the system will stop earning the Premium time when the employee has reached the maximum.

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Shift Rotation lines are defined in the Master Schedule. See section Create Master Schedule Lines.

Using the Master Schedule menu, create the rotation. It is important to remember to tick on the Shift Rotation option when creating the new line.

Once you have created the rotation, it will now appear on the Master Line drop-down list.

In the image above we tick on line SRCONT, below it appears on the Master Line drop-down.

▪Click on the Master Line drop-down arrow.

▪Select the Shift Rotation Line.

▪Click Save.

The rotation grid will now be populated with the Shift Rotation line.

If you have days that an employee is not actually expected to come to work, choose a Default DayCode day code that is not checked off as a "Mandatory Scheduled Day".

In the example above the code called "OFF" has been used.

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On the Shift Rotation main screen you have the option for Management/Non-Union to automatically bank any Overtime hours that are generated on the Time Card.

User can choose which Overtimes will be converted to an Attendance Code, and which Attendance Code will be used to bank the time.

▪Select the Config menu.

▪Select the Setup menu.

▪Select Shift Rotation.

Attendance Code Configuration

Ensure the Bank OT Attendance Code is configured without restrictions, or employees are assigned correct Time Banks to avoid warnings. 

Error examples: Forced Comment, No Scheduling AC, or Not assigned correct Time Bank. 

During Poll & Processing Attendance Code with warnings will not be processed

▪Select the Shift Rotation that the managers/non-union employees will be assigned to.

▪Add the Attendance Code to the Move Overtimes to Att. codes section.

In our example we are using OT1 as the Overtime and OTB as the Attendance Code.

Day Code Setup

The Day Code must be setup for any hours over the shift length will earn overtime. Use this is the Day Code when creating the Shift Rotation shifts.

The example below is set for daily OT to OT1 after 8 hours any week day.

Time Bank Earn Setup

On the Time Bank, set the new Attendance Code that will be used to add to over time (earn) time.

This is the same Attendance Code used in the Shift Rotation section Move Overtimes to Att. Code.

In our example we have used OTB-Overtime Banked code.

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Shift Rotation OT Value related to Daily OT Threshold

The Shift Rotation overtime will calculate up to the duration of the shift.

If the Regular Hours entered surpass the Shift Rotation Overtime threshold the hours are converted into the Shift Rotation Overtime. If the new OT to Attendance Code feature is on, the OT then converts to the Attendance Code.

If the Shift Rotation Overtime and Daily OT share the same OT field, the Shift Rotation Overtime will cap at a maximum value that matches the Daily OT threshold. Any hours greater than that threshold are lost when the hours are converted from OT to Attendance Code.

Example: New OT to Attendance Code feature is off. User enters 10.0 hours, which results in Shift Rotation Overtime. The Shift Rotation Overtime only displays 7.5 hours despite all 10 hours being over the 75.0 hours threshold set up in the Shift Rotation.

Notice that the 7.5 hours matches the Daily OT threshold of the Day Code for OT1. If the threshold was changed to 10.0 hours. The Shift Rotation Overtime will also show 10.0 instead of 7.5.

If the new overtime to Attendance Code feature is on, the Attendance Code will only show 7.5 hours even though 10 hours was entered into Regular hours. 2.5 hours would be lost.

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Employees can be assigned to a Shift Rotation either from the Shift Rotation Setup menu or from the Personnel menu.

Shift Rotation Setup

▪Click on the Shift Rotation you would like to assign an employee to.

▪Click on the employee link in the Employee(s) column.

This will open the Shift Rotation employee window.

▪Click in the employee name field to open the Employee Panel.

▪Click on the employee(s) to be assigned to the Shift Rotation.

▪Click Apply.

▪On the Shift Rotation window click on the Plus icon.

▪The Information window will display the employee(s) being assigned the Shift Rotation.

Employee Personnel Information

Employees can be assigned to a Shift Rotation through their profile.

▪Select the Personnel menu.

▪Select Personal Information.

▪Select shift and Schedule.

Select Shift Code

▪Click on the drop-down arrow and select the appropriate Shift Rotation.

▪Click Save.

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