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 employee's 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
- Go to Settings
- Click on Work Rules
- Click on Add Work rule
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Enter Name and Description of the work rule
- Name: Enter a descriptive name for the work rule that reflects its purpose
- Description: Provide a brief description of the work rule, outlining its intended use or any specific details relevant to its application.
- Name: Enter a descriptive name for the work rule that reflects its purpose
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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.
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Click Next
Proceed to the next step in the onboarding wizard. - Click the Add rule button to Add the First Clocking Rule
- Here, you will define your Pay Start time
- Set the Nominal time to the start time you want employees to be paid FROM
Example: Shift start is 8am, so enter 8:00 here -
Define your rounding features:
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(Optional) Tolerance Rounding: This allows clocking events to be rounded to the set nominal time based around an early and late tolerance in minutes.
- Enable this checkbox
- Set the Early Tolerance of the nominal time
Define how early an employee can clock in and it be rounding in to the defined pay start time.
Example: 8am nominal time with 60 minutes early tolerance. Employee clocks in at 7:24am, this is within the 60 minutes tolerance so we will round this time up to 8 am pay start - Set the Late Tolerance of the nominal time
Define how late an employee can clock in and it be rounding in to the defined pay start time.
Example: 8am nominal time with 5 minute late tolerance. Employee clocks in at 8:03am, this is within the 5 minutes tolerance so we will round this time down to 8 am pay start.
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(Optional) Block Rounding: This allows clocking events that are made outside the tolerance window to be rounded to a predefined block of minutes with a trigger point. More information here.
- Enable this Checkbox
- Set the Block Size
- Set the Trigger
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(Optional) Tolerance Rounding: This allows clocking events to be rounded to the set nominal time based around an early and late tolerance in minutes.
- Click Save
- Click on the green Add rule text
- Here, you will define your Pay End time
- Set the Nominal time to the End time you want employees to be paid TO
Example: Shift start is 4pm, so enter 16:00 here (24 hour format) -
Define your rounding:
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(Optional) Tolerance Rounding: This allows clocking events to be rounded to the set nominal time based around an early and late tolerance in minutes.
- Enable this checkbox
- Set the Early Tolerance of the nominal time
Define how early an employee can clock out and it be rounding in to the defined nominal time.
Example: 16:00pm nominal time with 5 minutes early tolerance. Employee clocks out at 15:57pm, this is within the 5 minutes tolerance so we will round this time up to 16:00pm pay end - Set the Late Tolerance of the nominal time
Define how late an employee can clock in and it be rounding in to the defined pay start time.
Additional function: This tolerance can be used to set an amount of minutes an employee must be working before time is allocated to Overtime/next pay item level
Example: 16:00 nominal time with 30 minute late tolerance. Employee clocks out at 16:20, this is within the 30 minutes tolerance so we will round this time down to 16:00 pay end. Additionally, if the employee clocks out at 16:50, this is outside the tolerance and will result in more assigned hours.
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(Optional) Block Rounding: This allows clocking events that are made outside the tolerance window to be rounded to a predefined block of minutes with a trigger point. More information here.
- Enable this Checkbox
- Set the Block Size
- Set the Trigger
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(Optional) Tolerance Rounding: This allows clocking events to be rounded to the set nominal time based around an early and late tolerance in minutes.
- Click Done
- Click Next
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(Optional) Set a Validation Setting: This setting directly manages how strict the warnings system will act within a timesheet when one or more warnings are detected on each employee timesheet day.
- Disabled: Ignores both direction sequence and clocking count.
- Partial: Ignores direction sequence but checks clocking count.
- Full: Checks both direction sequence and clocking count.
- Click Next
- 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.
- Set the Unpaid Break Value: Specify the duration of the unpaid break that will be applied when the threshold is met. Example: 0.5 or 1.0 hours etc
- Click Done
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(Optional) Add Another Break Level: Click Add rule and configure them accordingly.
Note: These rules overwrite previous values. If the last break rule applies, only that unpaid value is assigned. In the example below, if an employee works 10 hours, only 1 hour is assigned as an unpaid break. - Click Next
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Pay Item Rules: Click Add
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
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:
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Set time-frames 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.
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Set time-frames 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.
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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.
- (Optional) Midnight Work Rules: Set Up a Midnight Work Rule - Skip if Not Applicable
- Warnings: There Are No Warnings Applicable to Be Set
- Click Next
- Review: Click Save
- Work Rule is Now Completed
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