Pay Period Rules

This screen defines the rules that remain the same for an employee, even when the employee's work assignment changes, such as a temporary shift change, during the Pay Period. These rules are established to enable the Exception Reporting Parameters, Automatic Clock Out, and Time Adder Rules which calculate the correct time to be paid.

Prerequisites

Rules and Guidelines

  • Rules are configured by a Consultant and any changes should be discussed with them in the first instance.
  • A formal training course must be completed before attempting to change any rules.
  • Any changes may have a significant impact on the hours paid to employees.
  • These rules can either be created from a blank template or can be copied from an existing rule.

Field Information

This is a five-character code that represents the Pay Period Rule.

This is a description of the Pay Period Rules.

 The first eight fields define punch limits for employees' rostered punches. If an employee punches outside of the limits entered in these eight fields, their punch will be flagged on the Time Editor window as an exception as well as appearing on the Exception Report.

The following values apply to the first eight exceptions fields:

  • 1 - 9998 number of minutes that provide time parameter for exceptions
  • 9999 disables the exceptions
  • blank causes any deviation from the rostered punch to generate corresponding exceptions.

 

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch in for a shift before the rostered time, without incurring an early exception.

This is identified on the Time Editor window with an Exception Code of E.

This specifies the acceptable tolerance (number of grace minutes) an employee is give to punch in for a shift after the rostered time, without incurring a late exception.

This is identified on the Time Editor window with an Exception Code of E.

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch in for a meal before the rostered time, without incurring an early exception.

This is identified on the Time Editor window with an Exception Code of E.

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch in for a meal after the rostered time, without incurring a late exception.

This is identified on the Time Editor window with an Exception Code of L.

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch in for a meal before the rostered time, without incurring an early exception.

This is identified on the Time Editor window with an Exception Code of E.

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch in for a meal after the rostered time, without incurring a late exception.

This is identified on the Time Editor window with an Exception Code of L.

This specifies the acceptable tolerance (number of grace minutes) an employee is give to punch out for a shift before the rostered time, without incurring a late exception.

This is identified on the Time Editor window with an Exception code of E.

This specifies the acceptable tolerance (number of grace minutes) an employee is given to punch out for a shift after the rostered time, without incurring a late exception.

This is identified on the Time Editor window with an Exception Code of L.

  Exception Reporting
Rostered begin-shift time Begin Shift Minutes Early Begin Shift Minutes Late
7:00 a 5 minutes 5 Minutes

 

Any punch before 6:55 am or after 7:05 am will be considered an exception for reporting purposes and will appear in the Time Editor window as well as on the appropriate exception report.

This is the maximum number of hours an employee is allowed on a time record before the employee will receive a long interval exception.

  • This is identified on the Time Editor window with an Exception Code of I.
  • This field is usually set to the employees' normal shift length plus 1/2 a shift length.
  • A zero 0000 or blank disables this field.

 If 12.00 hours is entered in the Time Record Exception Hours Limit field and an employee clocks in at 8:00a and out at 9:00p for a total of 13.00 hours, the employee's time record is flagged on the edit report with a long interval exception.

Entering zero's or leaving the field blank disables this exception.

The system flags only worked hours as long interval exceptions. Transactions are not flagged.

 

If an employee is punching in for an amount of time greater than that entered in the Missed Punch Limit In Hours field, the employee's next punch in also generates a punch out, which is flagged on the edit report as being automatically clocked out. This is identified in the Time Editor window with an Exception Code of A.

The employee is assumed to have forgotten to punch out and the number of hours entered in the Default Hours For Missed Out Punch field is assigned.

The number of hours an employee should be assigned if they don't punch out, and is automatically clocked out. If the employee is setup to have meals automatically deducted, the amount entered in the Default Hours For Missed punch field must include that meal deduction.

  • To inquire on an employee who does not punch out, assign zero hours and that person will be included on the exception report.
  • To automatically credit, enter the shift length employees in this class normally work.
  • This feature can be used for some salaried employees who punch in daily for the record and are then automatically credit for an 8 hour day.

If the missed punch limit is set to 17.50 hours and the default hours for missed out punch at 8.00 hours, with no meal deduction.

An employee who clocks in at 7:00 a on Monday morning and doesn't punch again until the same time on Tuesday, is assumed by the system to have forgotten to punch out.

The employee's Tuesday punch is considered to be an in punch and an automatic out punch is generated for Monday, with the Default Hours For Missed Punch of 8.00 hours assigned for Monday.

 

This determines the point at which the Period Rule Groups are integrated and processed within the existing Preceda Time Rules.

Options Description
Pre Daily Pre Daily and Overtime Rules
Initial Initial (i.e. data will be interpreted before Preceda Time starts to store the information for later use)
Post Daily Post Daily and Overtime Rules
Post Period Post Pay Period and Overtime Rules
Final Post Premium Rules and Configuration

 

 The Pay Period Bonus fields can be used to award employees bonus hours for the Pay Period, instead of paying premium or differential rates, The bonus hours are awarded to employees who meet all the criteria set by the Pay Period Bonus fields. If this feature is not needed, leave all fields blank.

Each time the employee's time is updated or re-calculated, time records created by a pay period bonus are re-generated. For this reason, they cannot be approved. If using time record approval, the pay period bonus must be assigned to a Time Code that does not require approval.

The number of bonus hours the employee is to receive for the pay period, if the After Working Minimum qualifier is met. The bonus hours accrue in the Time Code entered in the Pay Period Adder - Time Code field.

If 8.00 hours is entered into the Hours to Add field, the employee will have 8.00 hours automatically added to their hours for the pay period , when they work more hours than the number setup in the After Working Minimum field.

 

The minimum number of hours an employee must work in a pay period before receiving the bonus hours.

The Time Code that the bonus hours will be assigned.