Setting up Exceptions to Flextime Violations

Objective

After completing this lesson, you will be able to set up exceptions to flextime violations.

Flextime Violation

Sometimes, employees need to work even more extreme hours than what is specified in their flextime bandwidth.

For example, consider an employee that needs to come in during the early morning hours to finish a proposal that is due that morning. If their flextime bandwidth indicates that they're only allowed to record time between 6:00am to 7:00pm, and if they come in at 5:00am, they wouldn't be allowed to receive paid time for working for the first hour because it's outside of their flextime bandwidth.

Time Valuation Alerts for Flextime Violation

In these special circumstances, you can allow for an administrator to receive an alert based on the time valuation results to notify them that time outside of the flextime bandwidth exists. These alerts can be available in real time directly on the time sheet, but is available to notify the manager and administrator.

Admin Alerts 2.0 screen showing time valuation alerts for overtime and unpaid time outside flextime bandwidth.

The time administrator can receive a notification in their Admin Alerts 2.0 that an employee has recorded working time outside of their flextime bandwidth. The time administrator can decide if they confirm that the time recorded outside of the flextime bandwidth.

Permission for Time Recording Outside the Flextime Bandwidth

If exceptional circumstances require employees to record working time outside their flextime bandwidth, you can permit employees to record such times.

Flextime bandwidth is intended to prevent employees from working at specific times. However, there can be situations that require employees to work at unusual times. Examples include emergency situations and working in different time zones. In such cases, managers or administrators can permit employees to work outside the flextime bandwidth. If employees are permitted to record times outside the flextime bandwidth, these times are taken into account. This functionality offers extra flexibility for recording time and time valuation for flextime bandwidth.

You permit time recording outside the flextime bandwidth by defining extra time types, creating extra time type groups, and by setting up time valuations for flextime violation. Define extra time types, so that users can record additional time information that further specifies recorded attendance time. Create extra time type groups to process extra time types in time valuations. Define what happens when employees record time outside their flextime bandwidth and are allowed to do so by setting up time valuations for flextime violations.

Set up time recording outside the flextime bandwidth by:

Defining extra Time Types
Creating extra Time Type Groups
Setting up Time Valuations for flextime violations

Define Extra Time Types

Collision checks prevent the recording of concurrent times for an employee. However, some scenarios require that recorded attendance is further specified. Extra time types enable you to specify certain attendance times without causing a collision.

To define extra time types so that users can record additional time information that further specifies recorded attendance time, follow these steps:

Steps

Navigate to Manage Data.
Create a time type.
Enter an external name and an external code.
In the Classification field, choose Extra.
Select the time unit Hour or Hours.
Assign the extra time types to the relevant employee time profiles.

Create Extra Time Type Groups

To use the extra time type in a time valuation, create an extra time type group with the time category of Extra.

To process extra time types in valuations, create an extra time type group by following these steps:

Steps

Navigate to Manage Data.
Create a time type group.
Enter an external name and external code.
Select the time category Extra.
Assign the extra time type that you want to use in a time valuation.

Time Valuation for Flextime Violations Setup

To allow employees to record time outside of their flextime bandwidth, you must set up a time valuation for flextime valuations with your extra time type and extra time type groups. The time valuation rule with the valuation type, Deduct Group from Input Groups, takes all times summed in the time outside of the flextime bandwidth group and subtracts all possible times stored in the allowed flextime violation extra time type group.

Set Up Time Valuations for Flextime Violation

Define what happens when employees record time outside their flextime bandwidth and are allowed to do so by setting up time valuations for flextime violation by using the following steps:

Steps

Navigate to Manage Data.
Create a time valuation and enter a unique external name and external code.
Set Valuation Type to Deduct Group from Input Groups.
In the Input Time Type Groups field, enter the time type group for time outside the flextime bandwidth.
Assign the extra time type group as the deduction group.
Specify the following time type group below: The time type group for working time outside the flextime bandwidth that is taken into account.
Specify the following time type group above: The time type group for working time outside the flextime bandwidth that isn’t taken into account.
Specify what happens if an employee records time outside the extra time.
Save your new time valuation and assign it to the time recording profiles of the employees who are allowed to record time outside their flextime bandwidth.

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