Departments

Lunch Definition - Overtime - Schedule - Lockout - Advanced

Here you can set up Department Names & Codes, Rounding and Grace Times, Daily and Weekly Overtime, Lunch Breaks, Daily Start and End Times, Start and End Zones, Lockout Times, Maximum Shift Length, Maximum Break Length and Night Shift Setting.

What is a Department?

A Department can be used to set up start and end times for an employee or a group of employees to enable the most accurate calculations of worked time to be carried out.

You can create as many Departments as you need but don't create more than you need. In other words if you have a group of people that have the same start and end times don't create a Department for each of them.

Departments can also be used as locations or cost centres to which you can accrue employee time.

Departments - General

Here you can set up the Code, Name and Rounding and Grace as well as any deduction for this department:

DEPARTMENT ID

This can be used by the employee to swap between departments when clocking at a terminal or on the telephone. The employee presses an 'F' or the DEPT key on the keyboard of the terminal before typing in the Department Code or scrolling to find the correct department name and then clocking normally. (The 'F' or DEPT key to use is dependant on the clock type you have, please check your quick start guide.) This enables the amount of time spent working in each department to be recorded and reported on.

CODE

This is the code that will show on the Timecard screen to show where the employee was clocked in for a period of time.

DEPARTMENT NAME

This is the name of the department that will show on the BN Series of terminals when clocking a department clocking.

ROUNDING AND GRACE

Here you set the rules for rounding time according to your rules. Example shift used below is 09:00 - 17:30.

The example above shows that pre shift overtime will be paid in 30 minute periods with no grace, i.e. the employee must work a full 30 minutes before they are shown on the system as being paid. If the employee clocks in between 07:31 and 08:00 the system will accrue time from 08:00, clockings from 08:01 - 08:30 will be paid from 08:30, clockings from 08:31 - 09:00 will be paid from 09:00.

At the Shift Start time the employees time will be rounded to 15 minutes and they can arrive up to three minutes late and still be paid from the shift start time. The shift start time is set using the Schedule. Clockings from 09:00 - 09:03 will be paid from 09:00. Clockings from 09:04 - 09:15 will be paid from 09:15.

If the employee clocks in after 15 minutes from the shift start time their clocking will be rounded to 15 minutes with no grace. One minute into the next quarter and time is accrued from the beginning of the next quarter. Clockings from 09:16 - 09:30 will be paid from 09:30 and so on.

Post shift overtime will be paid in 30 minute periods with no grace, i.e. the employee must work a full 30 minutes before it is accrued. If the employee clocks out between 17:30 and 17:59 the system will accrue time to 17:30, clockings from 18:00 - 18:29 will be paid up to 18:00, clockings from 18:30 - 18:59 will be paid up to 18:30 and so on.

This feature can be further enhanced by using the Start Zone in the Schedule to enable up to a one hour window to prevent pre-shft payments if required.

Lunch Settings

OTHER DEDUCTION/DURATION

Here you can set the break deduction so that time will automatically be deducted from the working time of the employee. You can choose how it appears on the time sheet - Lunch in this case. Use the Deduction Window below to set the normal times between which the break is taken.

DEDUCTION WINDOW

Then you can use DEDUCTION WINDOW to tell the system when you expect the break to be taken.

Departments - Overtime

Here you set up whether there is weekly overtime and if there is, how do you want it to be calculated and at what multiplier:

Edit by clicking on EDIT and selecting the hours from the drop down lists:

The Rate shown here is the multiplier that will be applied if you choose to look at Gross pay when on the summary report. You will need to add the employees hourly rate to show calculated Gross Pay.

Daily Overtime

Once you have turned Daily Overtime on you can set how hours should be accrued to overtime and at what multiplier by day of the week (see below about 'Min Hours...'):

In the example for Monday above, this means that the first 8:00 hours are going to be paid at Regular time. Hours after 08:00 hours worked will be paid at OT1, then, if the employee works more than 10:00 hours then they will get that time accrued at OT2. See here for the definition of 'Min Hours'.

The Rate shown here is the multiplier that will be applied if you choose to look at Gross pay when on the summary report.

By Hours Worked

See below about 'Min Hours'

In this way of calculating the overtime hours it doesn't matter when the employee started work (as in the time of the day), we just want to know when they have worked for say 8:00 hours (in this case) and then accrue overtime as defined. In this example, from 08:00 hours to 12:00 at OT1 then over 12:00 hours to OT2 (not times of the day, durations of time).

The Rate shown here is the multiplier that will be applied if you choose to look at Gross pay when on the summary report.

By Hour of the Day

See below about 'Min Hours'

Here we define between which hours (as in times) of the day the different rates are accrued. The example above shows that all hours on a Sunday are to be accrued at OT2.

We could specify here that time between say 17:30 and 20:00 are to be accrued at OT1 and then all time between 20:00 and 24:00 should be accrued at OT2 for example.

The Rate shown here is the multiplier that will be applied if you choose to look at Gross pay when on the summary report.

Min Hours

The 'Min Hours - 01:00' setting on the above screens means that the employee has to work at least one hour of overtime before it starts to show on the timecard screen.

Departments - Schedule

Department Transfers - Different Shift Start and End Times

Employees can clock on to different departments at the clocking terminal, on the telephone or smart phone app to enable the accrual of time to those departments for future reporting.

Calculation of accrued hours is as defined by the Home department set on the User setup screen.

Set the start and end times for each day here as well as the Start and End Zones. The Start and End zones allow you to put a buffer in at the start and end of the day to prevent unauthorised overtime being recorded. There is a grace period you can set in case you wish to allow the employee a period where they can be a bit late but still get paid the extra time.

Departments - Lockout

Employees will not be allowed to clock prior to the Earliest In Time or after the Latest Out time:

Departments - Advanced

Here you set up some variables that control how the clockings are handled by the system.

DAY CHANGES AT

Time of the day that the next day is defined as starting. If you have a late shift that finishes at 02:00 then you might set this to 04:00.

MAXIMUM SHIFT

If an employee clocks a second time more than this value after a previous clocking the system assumes that a new shift has started.

NEW SHIFT STARTS - (or Maximum Break Length)

If an employee is clocked out for more than this time the system will assume a new shift has started.

NIGHT SHIFT?

If set to YES, employees with this department as their home department can work through the 'Day Changes At' time and still be considered as being on the same shift.