A work rule is a set of guidelines configured within the system to define how employee work hours are interpreted. It helps in automating the process of assigning hours to specific pay items, managing breaks, and ensuring compliance with the employees award. The purpose of a work rule is to standardise how different types of time worked (e.g., regular hours, overtime, unpaid breaks) are recorded and processed, thus streamlining payroll calculations and ensuring accurate pay. By setting up work rules, organisations can effectively manage different pay scenarios adhering closely to awards.
Creating a Work Rule
1. Go to Settings > Work Rules
Navigate to the "Settings" section in your system dashboard and select "Work Rules" from the menu.
2. Click Add Work Rule
Click on the "Add Work Rule" button to start creating a new work rule.
3. Enter Basic Information
- Name: Enter a descriptive name for the work rule that reflects its purpose or the employee group it applies to.
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Description: Provide a brief description of the work rule, outlining its intended use or any specific details relevant to its application.
4. Select Between Payable and Realtime Modes
- Payable Mode: Assigns hours worked to pay items based on thresholds you set.
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Realtime Mode: Assigns hours based on specific timeframes within the day.
5. Click Next
Proceed to the next step in the onboarding wizard.
6. Click the 'Add' Button to Add the First Clocking Rule
- Define Your Pay Start Time: Specify the start time of the employee’s pay period.
- Set the Nominal Time: Enter the time the employee is expected to clock in (or the standard start time for shifts).
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With Tolerance Rounding:
- Early Tolerance: Define how early an employee can clock in and still be considered as starting on time.
- Late Tolerance: Define how late an employee can clock in and still be considered as starting on time.
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Option to Enable Block Rounding: If enabled, this rounds clocking times to predefined intervals (e.g., rounding to the nearest 15 minutes). This is useful for standardizing timesheets and simplifying payroll calculations.
7. Click Done
Save the pay start clocking rule.
Repeat Steps 6 and 7 for the Pay End Clocking Rule
- Follow the same process to define and save the clocking rule for the end of the employee’s shift.
8. Optional Setting to Set a Validation Setting
- Disabled: Ignores both direction sequence and clocking count.
- Partial: Ignores direction sequence but checks clocking count.
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Full: Checks both direction sequence and clocking count.
9. Click Next
Proceed to the next step in the wizard.
10. Setting a Break Rule: Click Add
- Set the Shift Total Threshold: Enter the minimum number of hours an employee must work before an unpaid break is assigned.
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Set the Unpaid Break Value: Specify the duration of the unpaid break that will be applied when the threshold is met.
11. Click Done
Save the break rule configuration.
12. Option to Add Another Break Level
- If additional break levels are needed (e.g., different thresholds and break values), click "Add" and configure them accordingly.
13. Click Next
Proceed to Pay item rules
14. Pay Item Rules: Add Rule/s Based on the Mode Selected
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In Payable Mode:
- Add rules to assign hours worked to pay items based on thresholds. For example, assign the first 7.6 hours to a Base Hourly Pay item and subsequent hours to Overtime.
Note: This setup means any hours worked up to 7.6 will be assigned to Normal Hours.
Note: This level will assign the next 3 hours to Half Hours
- Add rules to assign hours worked to pay items based on thresholds. For example, assign the first 7.6 hours to a Base Hourly Pay item and subsequent hours to Overtime.
Note: These rules will assign a total of 15.6hours of time worked on a day to their respective pay items.
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In Realtime Mode:
- Set timeframes for assigning pay items. Define specific time ranges and assign corresponding pay items. For example, assign hours between 00:00 and 07:00 to Overtime and hours between 07:00 and 18:00 to Base Hourly Pay.
- Set timeframes for assigning pay items. Define specific time ranges and assign corresponding pay items. For example, assign hours between 00:00 and 07:00 to Overtime and hours between 07:00 and 18:00 to Base Hourly Pay.
15. Click Next
Proceed to the next configuration.
16. (Optional) Midnight Work Rules: Set Up a Midnight Work Rule - Skip if Not Applicable
This is for any shift that works over midnight
17. Warnings: There Are No Warnings Applicable to Be Set
Confirm that no specific warnings are configured for this work rule.
18. Click Next
Proceed to review your configuration.
19. Review
Review all the settings and configurations to ensure everything is correct.
20. Click Save
Save the completed work rule.
Work Rule is Now Completed
Provide a screenshot
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