Name: The name of the rule. For example “40h All Staff 2022” or “special rule”.
Normal Working Hours Per Day: The number of hours per day that is used when calculating vacation, etc.
Start/End: The start and end dates of the rule. The working hours per day, working periods, overtime sub rules, etc. for this rule only apply between these two dates.
Always Works: If yes, users with this rule will be considered working their normal amount per day even when they aren't booked. Basically, their worked hours is not affected by their bookings. Also, because of that, overtime sub rules do not apply to them.
Calculation Setup: Is the math behind all calculations. Allows to create own calculations (math operations) and even own values - very advanced.
The Periods Timeline: In the middle of the dialog you can see a grey area with some numbers on it. This is the Periods Timeline. It shows the working periods for the rule. Working periods are typically monthly and specify how many hours a user should work during that month in combination with the set working hours.
There are the following options:
- Just One period (from start - end = one closing point)
- Monthly - automatically last day of the month
- Every 2 month - last day of every 2nd month
- Every 2 Weeks (Starting Mon)
- Every 2 Weeks (Starting Sun)
- Every 4 Weeks (Starting Mon)
- Every 4 Weeks (Starting Sun)
- Every 8 Weeks (Starting Mon)
- Every 8 Weeks (Starting Sun)
Additionally you can create own periods by right clicking on a date and choosing: Insert Period.
Set Working hours:
- Day (e.g. 8 hours per day. Based on these, the total hours to work per month are calculated deducting weekends and public holidays)
- Period (e.g. 160 as negotiated per period, it calculated the hours per day and will deduct weekend+public holiday)
This can be specified in several ways:
By setting the total amount of hours per period, by setting the amount of hours per day or a combination of both.
For example: With the periods setup above, a user should for example work 8 hours per day (shown in parenthesis) from March - August, which adds up to 1056.00 hours in total during that period.
Click on the numbers in the periods timeline to change them.
Period Bookings
Clicking the square inside a period will bring up the period bookings dialog.
Here, you can define bookings that are not bound to a specific date, but to the whole period. For example, you might have such a work that requires you to plan things at home for 5 hours per period (month), but you do not want to book it on a specific time.
Create a new period booking by right-clicking in the list and choosing “New”.
The “Affected By Periodic HIL Modifier” setting specifies whether or not these hours should be included in “Period Hours” during periodic HIL modification.
Overtime Sub Rules
This is a list of overtime sub rules. New overtime sub rules can be created by right-clicking in the list and choosing “New Overtime Sub Rule”. That will bring up the following dialog:
Overtime sub rules are for compensating for inappropriate working hours. For example, you might want to give the user some extra money on his/her salary if he/she works on a Saturday or after 19:00 at night.
Overtime compensation can be in either time or money.
“Days” specifies on which weekdays the overtime sub rule should apply. If you just want the sub rule to apply on a few specific dates, you can add those dates in the “Specific” dates list.
“Time” specifies the start and stop time when the sub rule applies.
If “Use Financial Modifier” is checked, compensation will be given in the form of extra money. The amount of money can be a fixed number, an hourly rate, a rate for each hour that was begun or a factor of the user’s buy rate.
If “Use Time-In-Lieu Modifier” is checked, compensation will be given in the form of Hours In Lieu. This is the same as worked time. So for example, if a user earns 1 hour of HIL from an overtime sub rule, that is one more hour of worked time or one more hour of overtime that he can use to take a day off. The amount of HIL can be a fixed number, an hourly rate or a rate for each hour that was begun.
Rule Specific Holidays
This is a list of holidays that are specific for this rule. For example, some users might have negotiated for Christmas Eve to be a holiday, despite it not being in the public holiday calendar for the company. Or you have users in other regions or countries with different holidays.
Working Hours Per Month
Here you can enter the working hours per month if they are different from the calculated hours (working days per month minus weekends and public holidays) e.g. if you manually want to define the working hours per a specific month.