Did you know that not only can you specify the total number of hours an employee works per week and per day, but you can also specify exactly when, and where, an employee usually works across a two week period/cycle ("advanced work hours"). This information can be used to automatically create earnings lines for employees in a pay run and generate timesheets. Additionally, advanced work hours will ensure a more accurate prediction of the number of units, ie hours, days or weeks, the employee is applying for when taking leave over a period of time.
How do I set this up?
The employee's Pay Run Defaults screen includes a new “Standard Work Week” section with Basic and Advanced options.
The default setting is the Basic option and allows the user to enter the employee's hours per week and hours per day. Regarding the hours per day setting, if the employee does not work the business' daily hours (as configured via Payroll Settings > Details > Standard Hours Per Day field), untick the "Use Standard Business Daily Hours" checkbox. This will then allow the user to override the number entered in that field.
Using the Advanced option will allow the user to enter the employee’s standard working hours for each day of the week. Click on "Advanced" and then click on "Edit":
A table will appear where you can initially configure whether you want to enter start/finish times or hours only. Thereafter, you can:
- select the location per day (if it varies to the employee's primary location);
- enter start/finish times or hours per day worked;
- enter break start/finish time per day worked. This option is only available if you have selected to enter start and stop times.
If an employee does not have the same work pattern each week you can enter their alternate work pattern in the "Week 2" tab. To access this, click on “Add a second week”. If you choose this option, ensure you're entering the work pattern for the relevant week. The system will tell you what dates each week corresponds to:
Once the work pattern has been entered, the system will automatically calculate the total weekly hours. To save the information, click on "Close" and then click on "Save" (from the Pay Run Defaults screen).
Earnings Lines in Pay Runs
When creating a pay run, the earnings lines for employees with the “Pay these earnings by default in a pay run” option selected will automatically be generated using their advanced work hours.
The comment appearing in the pay run against each earning line is automatically generated and details the employee’s works hours for the day.
Advanced work hours are used to estimate how much leave is required when an employee applies for leave. When you hover your mouse over the “* Estimate” text, a breakdown will appear of how the estimated leave hours were determined. The leave hours can always be overridden where required.
For employees who need to enter timesheets, their advanced work hours can be used to generate timesheets, thereby saving employees from having to manually enter the same timesheets every week. From the Timesheets Management screen, click on Actions > Add standard hours. Timesheets will then be created based on the advanced work hours applicable to that week.
Employees can then override any timesheet details to cover variations to their usual hours. Ensure to click on "Save" before navigating away from the screen!
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