Administering Work Hour Rules—Exercises

Basic Data Setup

Purpose: The purpose of this exercise is to set up the basic data required for running this functionality. To enter this data, follow the instructions in the Administering Employees, Administering Wage Codes and the Administering Working Hours Schedules exercises. If you have completed these exercises, the data you need should already be in the database, and you can proceed directly to the main exercises.

Main Exercises

Purpose: The purpose of this lesson is to show you how to define flex day rules, overtime rules, parameter lists, rule types, and how to connect the rule type to the employee.

Windows:
Work Hour Rules
Employee Schedules and Rules
Working Hours Schedules
Balance Definition
Time Card – Day

Creating a Rule Type

Purpose: This exercise shows you how to create a rule type and how to connect it to an employee.

Windows:
Work Hour Rules
Employee Schedules and Rules

1. Open the Work Hour Rules window and click the Rule Type tab. Create a rule type by entering the Rule Type and the Rule Type Description fields.
2. Leave the rest of the fields for now. You will supplement the rule type information later on.
3. Open the Employee Schedules and Rules window, and assign the new rule type to your employees.

Creating a Flex Day Rule

Purpose: The purpose of this exercise is to show you how to create a flex day rule.

Windows:
Work Hour Rules
Employee Schedules and Rules
Working Hours Schedules

1. Open the Work Hour Rules window. Click the Flex Day Rule tab, and create a flex day rule using the appropriate limits.  
2. Open the Working Hours Schedules window and click the Day Types tab. Make sure you have the right Wage Class by looking at the heading in the window. Assign the flex day rule to the day type you created in the Administering Working Hours Schedules exercise. 

Creating a Flex Balance

Purpose: The purpose of this exercise is to show you how to create a flex balance, but first of all to let you have an idea of how the clocking calculation program works in combination with the flex day rule.

Enter the necessary flex balance information by following the instructions in the Administering Time Balances-Exercises document.

Then, open the Time Card-Day window. In the Interval tab you now can enter various in- and out-clocking. Investigate what happens by opening the Result tab between the changes you do to the clocking information.

Creating a Parameter List

Purpose: The purpose of this exercise is to show you how to create a parameter list.

Windows:
Work Hour Rules
Time Card – Day

1. Open the Work Hour Rules window.

2. Click the Parameter List tab, and create a new parameter list for gross time. Set the parameters as shown in the table below.

Parameter	Value
Allowed negative diff to schedule	–2
Allowed positive diff to schedule	2
Gross time normal hours	8

Note: Gross time means that the system calculates the time between two clocking without considering scheduled normal hours, flex, or overtime. This enables a company to keep track of how much time its hired consultants spend at a site, without connecting them to a day schedule. Gross time also requires a wage code with an asterisk (*) as the wage code ID, and an employee who is not connected to a day schedule and sequence number in the Employee Schedules and Rules window.

3. Create a new rule type.

4. Save your changes, and add your parameter list to your new rule type.

5. Assign this rule type to an employee. Make sure that you do not connect a working hours schedule to this employee. Connect only the rule type mentioned above.

6. Now try to perform a calculation in the Time Card – Day window, and see how different clocking affects the result.

Creating an Overtime Rule

Purpose: The purpose of this exercise is to show you how to create an overtime rule.

Windows:
Work Hour Rules
Time Card – Day

1. Open the Work Hour Rules window.

2. Click the Overtime tab, and create a new overtime rule. 

3. Choose the calculation parameter No Flex, Overtime for Actual Clocking Only.

4. In the Replace Normal Clocking list, select No.

5. Save your changes, and add your overtime rule to your rule type.

6. For one employee, try to perform a calculation in the Time Card – Day window with overtime cash.

7. Change the calculation parameter to Flex first, overtime for actual clocking only. Make an overtime clocking within the flex interval in the morning. What happens with the results?

8. Try to see how the absence parameters influence overtime. 
   a.) Make an overtime clocking in the morning and then an absence clocking after lunch using absence parameter Overtime reduced. What happened?
   b.) Change the absence parameter to Overtime not reduced, how does the result differ from the results calculated based on the Overtime reduced option?

Creating a Flexible Break Rule

Purpose: The purpose of this exercise is to show you how to create a flexible break rule and to illustrate how these rules apply to employees.

Windows:
Time Card – Day
Work Hour Rules /Flexible Break Rule

To see how flexible break rules apply to employees, first take an employee and create the schedule information as explained below. EMP1 is used as an employee in the below exercise;

1. In the Employee Schedules and Rules window, link EMP1 to a work hour schedule and work hour rule. Ensure that a flex balance is linked to the work hour rule.

2. In the work hour schedule that you linked to EMP1, ensure that the day type details are as given in the table below. Wage codes A and B are used as examples.

   Time in the day	Wage Code	Wage Type
   12.00 AM - 08.00 AM	B	Overtime
   08.00 AM - 04.30 PM	A	Normal
   04.30 PM - 12.00 AM	B	Overtime

   Note: Wage code A will be used to register normal time and wage code B will be used for overtime.

Create two flexible break rules for the two available flexible break variants. Define the details of the two rules as explained below;

1. Flexible Break Rule tab.

2. Create a new flexible break rule. Ex: Enter BOI as the identity and 'Flexible break rule with break on intervals' as the description.

3. Specify Break on Intervals in the Flexible Break Variant field.

4. Enter 1 hour in the Maximum Break Limit field and leave the Minimum Break Limit field blank.

5. Save the information. This rule will be used to illustrate how the 'Break on Intervals' variant functions.
    

6. Create another flexible break rule. Ex: Enter BWH as the identity and 'Flexible break rule with break on work hours' as the description.

7. Enter Break on Work Hours in the Flexible Break Variant field.

8. In the Wage Code Normal field, enter the same wage code of type Normal that is specified in the employee's day type (see table above).

9. In the Wage Code Outside field, enter the same wage code of type Balance Accrual that is specified in the flex balance linked to the employee.

10. Save the information. This rule will be used to illustrate how the 'Break on Work Hours' variant functions.
     

11. For both flexible break rules defined above (BOI and BWH), specify the details given in the table below.

    Work Hours	Break Hours	Wage Type
    6hrs	0.5 hrs	Lunch
    9hrs	0.25 hrs	Break
    12hrs	0.25 hrs	Break

    Note: The table information given above indicates the break hours that an employee is required to have for the hours worked. The break hours will always be reduced in the given order.

First, assign the flexible break rule BOI to the day type linked to EMP1. See below how the break on intervals variant calculates flexible breaks for EMP1.

1. Go to the Time Card Day window and create a clocking interval for EMP1 from 8.00 am to 3.00 pm. Create another clocking interval from 3.30pm to 4.30 pm. According to this clocking, EMP1 has taken a 0.5 hour break between 3.00 pm - 3.30 pm.
2. Result tab.
   Since EMP1 had not taken the break that is allocated during 6 hours, a 0.5 hour break was reduced from the normal hours. That is, when the flexible break rule variant is Break on Interval, it is mandatory to take the break for the time periods specified in the rule. 

Now, go back to EMP1's work hour schedule and change the flexible break rule given in the day type to BWH. See below how the break on work hours variant calculates flexible breaks for EMP1.

1. Select EMP1 in the Time Card Day window and create the same clocking as before.
2. View in the results that normal hours are not reduced.
   This is because, since the employee has already taken a break of 0.5 hours at 3.00 pm, no other breaks will be reduced by the system. That is, when the flexible break rule variant is Break on Work Hours, it is not mandatory for employees to take breaks at the stipulated times. Instead, the overall break taken by the employee is compared with the total work time to ensure that all the breaks required to be taken for the worked time has been fulfilled.

Create the clocking intervals given in the following table for EMP1 and view how the results are calculated.     

Notes:
Day 2 - Break has been taken after 2 work hours. The work hours have been interrupted because the break taken (1 hrs) has exceeded the maximum break limit. Therefore, the system will start calculating the work hours again from 12.30 AM.
Day 3 - When the BWH flexible break rule is used, there will be an excess of normal hours calculated because EMP1 did not take any breaks during normal hours. These excess normal hours will be accrued to the employee's flex balance.