Timesheet Rounding

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If your employees are clocking in/out via the WorkZone app or Clock Me In, it's unlikely they'll be able to clock on and off at exactly the right time each day and if this is the case then their actual start and stop times are probably producing "untidy" timesheets, eg. 7hrs 58mins. 

If you're happy to pay "exact" hours then that's all well and good but if you want your employees to clock in and out but expect to pay a standard eg. 8 hour day then you will be happy to hear we can help you with this, on the Timesheet Rounding page.   

 

Timesheet rounding settings can be found on the 'Payroll Settings' tab of the payroll dashboard, the 'Timesheet Roundings' page is under the 'Pay Conditions' heading:

rounding_-_settings_pge.jpg
There are two sections on the Timesheet Rounding page:

rounding_setting.jpg

Tip: Rounding up or down refers to movement on the clock.  Meaning:

  • if you round up you're moving the start/end time forward on the clock
  • if you round down you're moving the start/end time backward on the clock

 

1. Shifts - this section is the general rounding rules, ie. if you are not using rostering.  Here you can set in place rounding rules that will be applied to any timesheet, no matter how it's generated:

  • Your employee could be clocking in and out via Clock Me In
  • Your employee could be logging into the Employee Self Service Portal to create and submit their timesheets
  • The payroll administrator or employee manager could be creating timesheets on behalf of the employees  

2. Rostered Shifts - this section offers you the option to adjust the start and end times of a timesheet created via clock in/out (be that on the WorkZone app or Clock Me In) to match the rostered shift time.

 

In the (1) Shifts section - you'll notice that there are rounding settings available for both:

  1. the shift start/end
  2. the break start/end

Both fields have identical drop down boxes that consist of the following options:

  • Don't Round - no rounding is applied

 

  • Round Up - to round up to the nearest eg. 15 minutes

  rounding_round_up.jpg

this setting would result in any timesheet created with a start time between

  • the top of the hour and quarter past would be adjusted to quarter past the hour
  • quarter past and half past would be adjusted to half past the hour
  • half past and quarter to would be adjusted to quarter to the hour
  • quarter to and top of the hour would be adjusted to top of the hour

 

  • Round Down

rounding_round_down.jpg

this setting would result in any timesheet created with a start time between

  • the top of the hour and ten past would be adjusted to top of the hour
  • ten past and twenty past would be adjusted to ten past the hour
  • twenty past and half past would be adjusted to twenty past the hour
  • half past and twenty to would be adjusted to half past the hour
  • twenty to and ten to would be adjusted to twenty to the hour
  • ten to and top of the hour would adjusted to ten to the hour

 To further illustrate rounding up and down - these rounding settings...

 rounding_settings2.jpg 

would result in these clock in times...

 rounding_clock_in.jpg

being adjusted to these on the timesheet...

rounding_clock_in_adju.jpg

  • Round to the Nearest

rounding_round_to_nearest.jpg

this setting would result in any timesheet created with a start time between

  • the top of the hour and quarter past would be adjusted to the top of the hour
  • quarter past and half past would be adjusted to half past the hour
  • half past and quarter to would be adjusted to half past the hour
  • quarter to and top of the hour would be adjusted to top of the hour

 

The Break section is where you're offered the same sort of rounding options, as above, for any Break start and stop times entered by employees

rounding_-_breaks.jpg

 

The (2) Rostered Shifts section - only offers round up and round down settings for start and end times. 

 If you choose to round up then any clock on times within the period entered will be rounded up/forward to the rostered shift time (you'll be reducing the employee's rostered on time.  The opposite is the case with finish times, rounding up adds to the employees rostered on time). 

If you set your start time to round down, then any clock on times within the period entered will be rounded down/backward to the rostered shift time (you'll be increasing the employee's rostered on time.  The opposite is the case with finish times, rounding down reduces the employees rostered on time). 

Here are some examples that explain:

If your rostered shift was set to start at 8.30am

  • and you choose to round up within 30 minutes, this setting would result in any clock on event between 8am and 8.30am on that day would have an adjusted start time of 8.30am
  • and you choose to round down within 30 minutes, this setting would result in any clock on event between 8.31am and 9am on that day would have an adjusted start time of 8.30am

If your rostered shift was set to end at 4.30pm

  • and you choose to round up within 30 minutes, this setting would result in any clock off event between 4pm and 4.29pm on that day would have an adjusted start time of 4.30pm
  • and you choose to round down within 30 minutes, this setting would result in any clock off event between 4.31pm and 5pm on that day would have an adjusted start end time of 4.30pm

 

To further illustrate - let's say your rounding settings are set like this

rounding_roster_settings.jpg

and rostered shifts are set to start at 9am and finish at 5pm: 

one employee actually clocks on at 8.48am and clocks off at 5.18pm:

  • the clock on time will be adjusted to 9am
  • the clock off time will be adjusted to 5pm

another employee clocks on at 9.06am and clocks off at 4.23pm:

  • the clock on time will not be adjusted because it's after the rostered start time (and there is no round down setting for start time)
  • the clock off time will not be adjusted because it's before the rostered finish time (and there is no round up for finish time)

Clock on or off times outside the specified period will not be rounded at all.

 

 

OK, now you've set up your rounding rules and they are working a treat in the pay run but there  might be occasions when you wouldn't mind seeing your employees' actual clock in / out times, we've got that covered too - the start / finish times displayed on the Attendance Report are "actual".  You'll find the Attendance Report on the Reports tab, under the Time and Attendance heading

roudning_attendance_rep.jpg

 

If you have any feedback or questions please contact us via support@yourpayroll.co.uk

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