Configuring Time Valuation

During the time valuation calculation in the Payroll Time Sheet, the time valuation results (in hours) for all time type groups, assigned to the time valuation, are generated regardless of whether they are used as input or output. Time valuation results are created in the form of time pay types, each with a defined duration in hours.

The following figure shows the time valuation process and the different valuation types available for time valuation.

There is the option of "valuation types Decision by Business Rule and Calculation by Business Rule". These valuation types let you create time valuations with business rules.

The valuation types allow you to access to job information data through business rules and can also process more complex calculations with the help of rule functions. The input time type group configured in the time valuation is transferred to the business rules and can be used within the business rule in conditions and calculations. This combination of time valuations and business rules lets you implement scenarios such as the following:

• Decide which time valuations are processed based on an employee's FTE, pay grade, location, or department.
• Use FTE as a factor in calculations.
• Calculate prorated threshold values in the hire year of an employee.
• Implement effective-dated changes to the configuration of a time recording profile.

We've introduced time valuations with business rules to support other scenarios.

The Valuation Method is important within time valuations of type Aggregate Input Group & Split, because it determines if the threshold value is applied per day (Valuate Per Day) or per week (Valuate Whole Sheet).

To create and assign each new Aggregate Input Group & Split time valuation, do the following:

1. Choose Admin Center→Manage Data and create a new Time Valuation.

2. Specify a unique External Name and External Code for the valuation.

3. Set the Valuation Type to Aggregate Input Group & Split. The screen is refreshed.

4. Valuation Method: The valuation method defines the basis on which the input time data is valuated, for example, if overtime is calculated on a daily or weekly basis.

   • Select Valuate Per Day if you want time valuation to be carried out on a daily basis.

   • Select Valuate Whole Sheet if you want time valuation done on a weekly basis.

   • Select Valuate Up To Today if you want time valuation done for the period up to and including the current date.

5. Threshold Type: You can use a fixed value or a value calculated from a time type group to define the threshold.

   • If you enter Fixed Value here, you must also provide a Threshold Value.

   • If you enter Time Type Group here, you must provide a Threshold Group that defines how to calculate the threshold value.

6. Threshold Value: Enter a value (hours) here only if you use the Fixed Value threshold type.

7. Threshold Group: Enter a time type group here only if you use the Time Type Group threshold type. You can enter a time type group from any time category as a threshold group.

8. Specify a Time Type Group Below. Enter the time type group here that will collect the time valuation results up to the given threshold value. You can enter only time type groups from ‘Calculated Time’ time category here.

9. Specify a Time Type Group Above. Enter the time type group here that will collect the time valuation results above the given threshold value. You can enter only time type groups from the ‘Calculated Time’ time category here.

10. Under Input Time Type Groups, enter all relevant time type groups from which you need to calculate the output of the time valuation. You can enter a time type group from any time category as an input time type group. Note, however, that if you enter an input time type group with an associated Calculated Time time category, it must be calculated within the same time valuation run as the output of another time valuation that is also assigned to the employee’s time recording profile.

11. Save your new time valuation.

12. Choose Manage Data. Add one or more Time Valuations you created in the previous steps to the time recording profiles of all employees for whom you wish to use this valuation type.

For Aggregate Input Group & Split, depending on Threshold Type, there are two choices:

• When Threshold Value is selected, the time type groups above the threshold value in calculation are put in Time Type Group Above, otherwise, it's put in Time Type Group Below.

• When Threshold Group is selected, the time type groups that do not fit the threshold group are put in Time Type Group Above; those groups that fit the threshold group are in Time Type Group Below.

To create and assign time valuation of type Filter Input Groups, do the following:

1. Choose Manage Data and create a new Time Valuation.

2. Specify a unique External Name and External Code for the valuation.

3. Set the Valuation Type to for Filter Input Groups.

Time Records Filters are used to derive specific time pay types such as overtime, shift premium, holidays, weekend pays, and so on.

The following are required to evaluate premium pay by using Filter Input Groups time valuation. For all involved employees, time valuations for premium pay are added to the employee's existing time recording profile.

• Input Time Type Groups, relative to the generation of the required premium time pay types.

• Time Records Filters, each containing one or more filters.

• Time Valuations, including the following characteristics:

  • Valuation Type

  • Time Records Filter

  • Time Type Group Below

  • Time Type Group Above

Intermediate time type groups are containers used for subsequent filtering. It is an essential part of the time evaluation process that produces final time type groups relevant for premium pay. They do not hold payroll-relevant time pay types, but time records that form part of further filtering.

Time Records Filters are MDF objects for the evaluation of premium pay in the Payroll Time Sheet, based on time recorded by employees in individual time sheets. Time records filters are used within the Payroll Time Sheet, as part of the evaluation of premium pay. They filter employee data by criteria such as specific weekdays, the difference between working days and non-working days, or based on specific shift classifications. The times matching these predetermined criteria can then become the resulting time pay types for the respective premiums.

The Payroll Time Sheet valuates working time and generates time pay types based on pre-configured filter criteria for specific weekdays, public holidays, non-working days, and shift classifications of day models and period models, and others.

Work schedules can be defined based on day models or period models.

Those models can also be assigned to Shift Classification such as early, late, and night shifts, respectively. The following figure is an example of assigning a shift classification to a work schedule. Here the work schedule day model assigned to Early Shift.

If Time Records Filter is configured to use Shift Classification as filter, the employee’s time for each day of the week is subject to the shift classification of the corresponding day model or period model, based on the work schedule assigned to the employee. When the employee’s work schedule is:

• Based on a period model with a shift classification.

• On day models with a shift classification.

To create a new Time Records Filter entity:

• Choose Manage Data and create a new Time Records Filter entity.

• Pick one time record filter from the available filter criteria:

  • Day Model Shift Classification

  • Period Model Shift Classification

  • Weekday

  • Holiday Category

    • Holiday Category Filter for Previous Day
    • Holiday Category Filter for Current Day
    • Holiday Category Filter for Next Day

  • Workday

• Save the new time records filter entity with a valid and unique External Name and External Code.

Create and assign each new time valuation of type Filter Segments from Input Groups as follows:

1. Go to the Admin Center→Manage Data, and then created a new Time Valuation.

2. Specify a unique External Name and External Code for the valuation.

3. Set the Valuation Type to Filter Segments from Input Groups.

4. Under Time Segment Filter, define the time segment filter by specifying clock times in the Start Time, End Time, and External Code for the filter. You can assign multiple time segment filters for a single time valuation of Filter Segments from Input Groups.

5. Specify a Time Type Group Below.

6. Specify a Time Type Group Above.

7. UnderInput Time Type Groups, enter all relevant time type groups for calculation the output of the time valuation. Save your new time valuation.

The creation of a Filter Segments from Input Groups time valuation, CLT - Pos & Neg - Get Premium for Time Worked between 20:00 - 24:00, is shown in the preceding figure. The input time type group for this valuation is Paid Times w/o Breaks (all recorded time by the employee relevant for overtime calculation minus scheduled and recorded breaks) to which the time segment filter 8:00PM - 11:59PM is applied. The resulting time type group below Premium 20:00 - 24:00, collects all the time segments from the input time type group that pass through the time segment filter - the overtime hours worked that are paid at a premium rate.

There are three possible outcomes of time valuation using time segments as filters.

• No overlap: The input time record does not overlap at all with the time segments defined in the valuation.

  Result: The input time records are collected in the Time Type Group Above.

• Partial overlap: A part of an input time record overlaps with the time segments defined in the valuation.

  Result: The input time records are split. The parts that do not overlap with the time segments defined in the valuation are collected in the Time Type Group Above; those parts of the input time record that do overlap with the time segments are collected in the Time Type Group Below.

• Full overlap: The input time records fully overlap with the time segments defined in the valuation.

  Result: The input records are collected in the Time Type Group Below.

Here is a time recording profile Time Recording Profile: CLT - Positive - Get Regular Time, OT1.5 greater than 2h per day, and Premium 20:00 - 24:00 that has time valuation CLT - Pos & Neg - Get Premium for Time Worked between 20:00 - 24:00 created previously. This time recording profile is assigned to one employee’s job info.

This figure is an example of an employee's time sheet when they record two hours Working Time, and two hours Premium is generated.

You can valuate your employee's clock times by using time valuations of type Deduct Group from Input Groups. This valuation type is designed specifically for the deduction of unpaid (clock time-based) time from an employee's recorded time.

Valuating employee times by using the Valuation Type: Deduct Group from Input Groups involves by using Deduction groups. You assign deduction groups within time valuations of this type, so you can identify and deduct time segments from clock-based time recorded by employees. A time segment between 10:30 and 11:00 (for a scheduled unpaid break) is an example of such a time segment in this context.

For this valuation type, a deduction group is a time type group that can be used for deduction of scheduled and manually recorded breaks from recorded clock-based time. It acts as a type of filter, where the time records within the deduction group are used as the time segments that will be filtered.

All time segments of the input time type groups which overlap with any of the time segments of the deduction group are collected in the Time Type Group Below. The remaining time segments that do not overlap with the time segments of the deduction group are collected in the Time Type Group Above.

To enable the deduction of break times generated from the work schedule or recorded by employees, you define time valuations of type Deduct Group from Input Groups and assign them to the time recording profiles of all employees for whom you want to deduct breaks.

You can create time valuations of Valuation Type Deduct Group from Input Groups as follows:

1. Go to the Manage Data and then create a new time valuation.

2. Specify a unique External Name and External Code for the valuation.

3. Set the Valuation Type to Deduct Groups from Input Groups.

4. Assign a Deduction Group from an existing time type group.

5. Specify a Time Type Group Below: This time type group collects all input time data that overlaps with the clock-based time records contained in the deduction group.

6. Specify a Time Type Group Above: This time type group collects all input time data that does not overlap with the clock-based time records contained in the deduction group.

   Note

   You must specify at least a Time Type Group Below or a Time Type Group Above.

7. Under Input Time Type Groups, enter all relevant time type groups from which you need to calculate the output of the time valuation.

   You can enter a time type group from any time category as an input time type group. Note, however, that if you enter an input time type group with an associated Calculated Time time category, it must be calculated within the same time valuation run as the output of another time valuation that is also assigned to the employee’s time recording profile.

8. Save your new time valuation.

To assign the new time valuation, go to the Manage Data. Add one or more time valuations that you created in the previous steps to the time recording profiles of all employees for whom you want to use this valuation type.

In the preceding figure, the time recording profile Time Recording Profile: CLT - Positive - Get Regular Time, OT1.5 greater than 2h per day, and Premium 20:00 - 24:00 is assigned with time valuation"CLT - Pos & Neg - Get Paid Times w/o Breaks.

The time valuation CLT - Pos & Neg - Get Paid Times w/o Breaks uses valuation type Deduct Group from Input Groups with input time type group Recording Working Time and deduction time type group Recorded Unpaid Breaks.

The deduction time type group Recorded Unpaid Breaks has time type groups, Scheduled Break and Additional Break, shown in the preceding figure.

The Input time type group Recording Working Time includes time type Working Time.

Let’s look at how the time valuation CLT - Pos & Neg - Get Paid Times w/o Breaks works in employee time sheet. On Thursday (in the DETAILS area), there is a nine-hour Working Time from 8:00 to 17:00 with scheduled break from 10:00-10:15 and 12:30-13:15. The time valuation generates eight-hour Regular Time on Thursday that is available for Payroll.

To define the time valuations type Difference Between Threshold and assign them to Time Recording Profiles, proceed as follows:

1. Go to the Manage Data and then create a new time valuation.

2. Specify a unique External Name and External Code for the valuation.

3. Set the Valuation Type to Difference Between Threshold and Input.

4. Set the Threshold Type:

   • Fixed Value

   • Time Type Group

5. In Time Type Group in the Threshold Type field, assign a Threshold Group from an existing time type group to Threshold Group Above.

6. Select Valuate Up To Today in the Valuation Method.

7. Under Input Time Type Groups, enter all relevant time type groups from which you need to calculate the output of the time valuation.

8. Save the time valuation.

To assign the valuation type, choose Manage Data and create a time recording profile that includes one or more the time valuations you created in the previous steps.

Let us look at how to generate error messages when the time valuation is above the threshold, with the help of an example.

When an employee’s daily working hours is more than 16 hours, the system should raise an error: You should not record more than 16 hours in a day.

First, create a Time Type GroupMore than 16 hours per day error as shown in the preceding figure.

Then, create a new time valuation of type Aggregate Input Group & Split, More than 16 hours per day error valuation, as follows:

1. Choose Manage Data and create a new Time Valuation as follows:

   • Enter a text in External Name. In this example, enter More than 16 hours per day error.

   • Enter an External Code. In this example, enter error_16hrs_per_day.

   • Set the Valuation Type to Aggregate Input Group and Split.

   • Set the Valuation Method to Valuate per day.

   • Set the Threshold Type to Fixed Value.

   • Enter a Threshold Value. In this example, enter 16.

   • Select the time type group, More than 16 hours per day error, for the Time Type Group Above field.

   • In Error Flag, select Raise error message on time type above threshold.

   • Enter Error MessageYou should not record more than 16 hours in a day.

   • Set Error Type to Error.

   • Under Input Time Type Groups, enter all relevant time type groups from which you need to calculate the output of the time valuation. In this example, enter Recorded Working Time w/o Break.

2. Save the time valuation.

1. Choose Manage Data.

2. Add the time valuation you created in the previous steps to the time recording profiles of all employees for those you want to use this valuation type.

If during time entry an employee records more than 16 hours a day, an error message appears.