Policy Management in Organization Section

Tie policy management settings to individual employees instead of to the enterprise or a specific location.


When Needed

  • To enforce overtime calculations when a shift is split over midnight.
  • To enforce a point system for attendance.
  • To enforce shift differentials.
  • To enforce Holiday Pay.
  • To have different Projects/Tasks/Activities deployed to employees at the same location.

Functionality

  • A policy is comprised of ‘components’ that define the time details to be used for one or more individuals. Each policy can contain one component from each of the 6 component types.
  • Multiple components can be created under each component type folder and then assigned to different policies.
  • Components have a created date (version number) and effective date.
  • Employees can be assigned to only one policy.
  • Time Settings override the Location/time/settings tab.


Overview: Organization Section


Policy Components: There are 6 Types of components that can be created.


Component Types: Definitions

  • Time Settings: Required. Sets the rules for employee time entries. Replaces the location time settings, except for auto-clock off.
  • Time Attendance: Optional. Sets up a point system for attendance violations.
  • Overtime: Optional. Enforces overtime rules for groups of employees. Based on FSLA, may be set by location’s address or employee’s address.
  • Project, Task & Activities: Optional. Restricts the employee clock options to only see the project/task/activities assigned to them, instead of having the option to clock to all projects in the location.
  • Employee Time Edit: Optional. Allows setting privileges for employee to edit their own time entries.
  • Shift Differentials: Optional. Allows setting differential pay by days, shifts, and Holidays.
To Create Policy Components: Organization Section

  1. Tools Folder: Choose 

  2. Name component. Choose (highlight) the type of component. Click Next.


  3. Configure the privileges for the time component. Options vary by component type; see screen shots of configurable details below. Click Save.

  4. The version is automatically added when you click Save. The first version is labeled as Default:
    - When Saved, the page refreshes with the Version field populated and includes the name of the User. 
       

    -     The Effective Date defaults to the next day. You can choose a date of the current day or a day in the future by using the pop-up calendar. You cannot choose a date in the past except for Project/Task/Activity which allow back-dating of one month. 

  5. Click Save to save all changes, including if you change the effective date.
    Note: If you edit the Component a new version will be created. 


Policy Component Configuration Options

The following are the required and optional policy components you can create.


Time Settings Component - Required

  • Sets the rules for employee time entries.
  • This overrides the settings set in the Location/Time/Setup & Rules tab, except for auto-clock off.
  • Auto-clock off must be set on the Location/Time/Setup tab to be enabled.

  •   Note: If you want different groups of employees to have different time entry criteria, then set up different time settings components.
    -     Example: Some employees are only to use the Kiosk to clock on. 
      
Attendance Tracker - Optional

  • Sets up a point system for attendance violations.
  • Violations can be set up for Shifts and Breaks.


Overtime - Optional

  • Enforces overtime rules for groups of employees.
  • You can make employees Exempt, FLSA rules by state, or Custom rules.
  • FSLA by state allows you to enforce state rules by employee address or by the employee default location address.
Project/Task/Activity - Optional
  • Restricts the employee clock options to only see the project/task/activities assigned to them, instead of having the option to clock to all projects deployed to the location.


Employee Time Edit Privileges - Optional
  • Allows setting privileges for employee to edit their own time entries
Differentials - Optional
  • You can configure Differentials by Days, Shift times, and Holidays.

To Create a Policy:

  1. Tools Folder: Choose

  2. Enter Name (required). External code and description are optional.

  3. Assign the created components to the Policy. You can assign one for each type of component.
    Click Save. The screen will refresh with the Components you chose. 

  4. Assign Employees to the Policy. Open the Assign Employee tab. Use the last name search box or the % sign, to list all available employees. Highlight employees and assign.


Note:  The following Notes apply.
  • Employees cannot be un-assigned from a Policy. You can assign a different Policy to them with a different effective date.
  • If an employee is assigned to a policy after the pay period is in effect, then assigning a policy after the fact does not automatically recalculate the pay period, it must be done manually at the Enterprise portal under Time / Configuration/Pay Periods in order for the pay period hours to be correct.
  • Time Calculations related components (Overtime, Shift Differentials) always take effect on the first day of the week (configurable) coinciding or following with the effective date. In other words, overtime calculation configurations cannot change in the middle of the week.