Shift Code

Shift Code is under Master.

The Shift Code in HRPro is used to define and label specific work shifts within the organization. Each shift code corresponds to a set of working hours, allowing you to easily assign and manage shifts for employees. This feature helps in organizing work schedules, ensuring coverage, and simplifying payroll calculations based on the different shift timings.

Shift Code: Defines the shift plan for a work day, including work times, meal times, rest times, etc. Used with the roster table to set the monthly work schedule. Calculates attendance metrics like late arrivals, early departures, worked hours, absences, etc. Options are similar to Global Working Hours.

Active: To deactivate an obsolete Shift Code, uncheck the "Active" checkbox.

Description: The description of this Shift Code.

Shift Type: Defines whether a rest day is a paid day (depending on daily salary) or an unpaid day off.

Colour: Used for display purposes in the Roster Enquiry and Event Calendar in the Employee Portal.

Working Hours Settings

Work Time

Work Time is to define the Work Schedule for Start Time and End Time.

Work In Time: The time when the employee begins their work shift.

Work Out Time: The time when the employee ends their work shift.

(The times in the Working Hours settings follow a 48-hour rotation and use the format HH:MM. Here, HH ranges from 00 to 48 (e.g., 25 means 01:00 the next day), and MM ranges from 00 to 59.)

Meal Time

The Meal Time panel is available only when Enable Meal Time for Global Working Hours/Shift Code is turned on (in Master Setup).

Meal Time Check Attendance: When it is checked, Meal In/Meal Out time is required (in the Attendance Record). When it is not checked, the meal times in the attendance record are for reference only and will not be used for attendance tracking.

Include Meal Hours as Work Hours: When it is checked, the meal hour is included to calculated Worked Hours, OT Minutes and Meal Break Pay.

Meal Break with Pay: This check box is only to calculate Meal Break Pay in Below Minimum Wage Report and Hourly Wage Report.

Meal Out Time: The time when the employee begins their meal break and stops working.

Meal In Time: The time when the employee finishes their meal break and resumes working.

Rest Time

The Rest Time panel is available only when Enable Rest Time for Global Working Hours/Shift Code is turned on (in Master Setup).

Rest Time Check Attendance: When it is checked, Rest In/Rest Out time is required (in the Attendance Record). When it is not checked, the rest times in the attendance record are for reference only and will not be used for attendance tracking.

Include Rest Hours as Work Hours: When it is checked, the rest hour is included to calculate Worked Hours, OT Minutes and Rest Break Pay.

Rest Break with Pay: This check box is only to calculate Rest Break Pay in Below Minimum Wage Report and Hourly Wage Report.

Rest Out Time: The time when the employee begins their rest break and temporarily stops working.

Rest In Time: The time when the employee finishes their rest break and resumes working.

Leave day count

The "Leave Day Count" option calculates leave days when you click the "Calc" button in the Leave application or Leave Entry:

0 Leave Day: This shift is not considered a leave day or a working day.
0.5 Leave Day: This shift is considered as half a leave day.
1 Leave Day: This shift is considered a full leave day.

For a normal day shift, it is typically set to 1 leave day.

Paid day count (when Daily Salary based on Roster Normal Days*)

The "Paid day count" option calculates the daily rate for monthly rate employees when the Paid Days are set to Roster Normal Days* (refer to the "Daily Salary based on" explanation).

- 0 Paid day: This Shift is not considered a Paid day.
- 0.5 Paid day: This Shift is considered as half a Paid day.
- 1 Paid day: This Shift is considered as a full Paid day.

This setting has no effect if the Paid Days are not set to Roster Normal Days.

Working Hours

Daily Working Hours and Meal Hours are calculated from the above Work Time/Meal Time/Rest Time.

Overtime

Overtime Calculation

No Overtime Calculation: When enabled, the OT Hours in the Attendance Record for this Shift Code will always be zero.

Applies to OT Pay: When it is turned off, the OT Hours in the payroll record are always zero even if the OT minutes in the attendance Records are not zero.

OT Hours based on Worked Hours - Regular Hours: When it is turned off, OT Hours is the time difference between the actual work-out time and the scheduled work-out time. If the option is turned on, OT Hours = Worked Hours– Regular Hours.

The Regular Hours are the Working Hours (defined in Global Working Hours/Shift Code) of the day that the employee is supposed to attend (excluding Leave Time, if the date is taken leave, Scheduled Working Hours = 0)

Where Worked Hours is the time difference between the actual in-time and actual out-time (assumed lunch in/out time is on time) but consider the option OT Hours included Early-Work OT.

Overtime rounding

N/A - no rounding/truncation
Truncate to the nearest quarter minute (15,30,45,60) - e.g. 0-14=>0,15-29=>15,30-44=>30,45-59=>45,60-74=>60
Truncate to the nearest half hour (30,60) - e.g. 0-29=>0,30-59=>30,60-89=>60,90-119=>90
Truncate to the nearest hour (60) - e.g. 0-59=>0,60-119=>60,120-179=>120
Round to the nearest quarter minute (15,30,45,60) - e.g. 0-7=>0,8-22=>15,23-37=>30,38-52=>45,53-67=>60
Round to the nearest half hour (30,60) - e.g. 0-14=>0,15-44=>30,45-74=>60,75-104=>90,105-134=>120
Round to the nearest hour (60) - e.g. 0-29=>0,30-89=>60,90-149=>120
Round up to the nearest quarter minute (15,30,45,60) - e.g. 0=>0,1-15=>15,16-30=>30,31-45=>45,46-60=>60
Round up to the nearest half hour (30,60) - e.g. 0=>0,1-30=>30,31-60=>60
Round up to the nearest hour (60) - e.g. 0=>0,1-60=>60

Minimum Overtime

Minimum minutes must be worked to qualify for Early-Work OT: It specifies the minimum amount of time an employee must work before their regular shift starts to qualify for early-work overtime (OT).
Minimum minutes must be worked to qualify for After-Work OT: It specifies the minimum amount of time an employee must work after their regular shift ends to be eligible for after-work overtime (OT)
Minimum minutes must be worked to qualify for overall Overtime: It sets the minimum amount of time an employee must work beyond their scheduled hours (either before the start or after the end of their shift) to qualify for any overtime pay.
OT Hours included this Minimum minutes: When checked, those minutes are included in the calculation of OT hours. This means if the minimum is set to 20 minutes, an employee working 25 minutes extra would have 25 minutes counted as OT, not just the excess over the 20-minute threshold.

Maximum Overtime

Maximum Overtime Hours (0 for no limit): It sets the upper limit on the amount of overtime an employee can work for Overtime Pay. If you set it to 0, it means there is no limit on the overtime hours.

Deduct Meal Time

If the rule “For workday overtime, deduct the meal time from overtime hours if the overtime hours are more than (0 for no deduction)” is set (e.g., 6 hours), then the Meal Time (e.g., 1 hour) will be subtracted from the overtime hours if the employee works more than 6 hours of overtime (e.g., if they work 7 hours, the OT Hours become 6 hours, and OT Pay is calculated based on 6 hours). If the Meal Time cannot be defined on a non-normal day, it is assumed to be 1 hour.

OT Rate

O.T. Type is to define the OT Rate of this shift.

If it is Employee Default, OT Rates (Workday, Rest day, SH, PH -SH) depend on the Shift Type of this Shift code.

If it is Employee O.T. Type (Workday), Employee O.T. Type (Rest day), Employee O.T. Type (Saturday), Employee O.T. Type (SH), Employee O.T. Type (PH -SH), Employee O.T. Type (Callback), Employee O.T. Type 7 Description (e.g. Middle Shift) or Employee O.T. Type 8 Description. (e.g. Night Shift), if the employee worked overtime on this shift, the OT Rates are depending on the corresponding O.T. Type in Employee Master, Salary Info tab of the employee.

Other Settings

This page defines various properties including Late-In, Early Out and Short.

Late-In

If No Late-In Calculation is turned on, the Late-In Minutes in Attendance Record becomes zero.

The payroll deduction applies only if the Apply Late-In Deduction is turned on.

For the usage of If last day OT worked over (Hrs), see Global Working Hours.

Late-In Tolerance (mins): The number of minutes after the Schedule-In time will be treated as Late-In.

Late-In (Mins) excluded Late-In Tolerance: This refers to the exclusion of a certain number of minutes from being counted as late. Essentially, it sets a tolerance threshold for lateness, meaning that if an employee arrives within this specified time frame, it won't be recorded as being late. For example, if the tolerance is set to 10 minutes, an employee arriving up to 10 minutes late won't be marked as late in the system. If this option is turned on, 13 minutes late count 3 late-in minutes. If this option is turned off, 13 minutes late count 13 late-in minutes.

Late-In is zero if In Time is equal to or later than the Scheduled Out time: This means that if an employee clocks in at or after their scheduled end time, their late arrival is not counted. In other words, it treats such a scenario as if the employee was not late at all, regardless of how much later they clocked in compared to their scheduled start time. This can be useful in situations where employees may have flexible working hours or when late attendance isn't a concern if they are completing their work hours by staying later.

The options for Late-In Minutes rounding are

N/A - no rounding/truncation
Truncate to the nearest quarter minute (15,30,45,60) - e.g. 0-14=>0,15-29=>15,30-44=>30,45-59=>45,60-74=>60
Truncate to the nearest half hour (30,60) - e.g. 0-29=>0,30-59=>30,60-89=>60,90-119=>90
Truncate to the nearest hour (60) - e.g. 0-59=>0,60-119=>60,120-179=>120
Round to the nearest quarter minute (15,30,45,60) - e.g. 0-7=>0,8-22=>15,23-37=>30,38-52=>45,53-67=>60
Round to the nearest half hour (30,60) - e.g. 0-14=>0,15-44=>30,45-74=>60,75-104=>90,105-134=>120
Round to the nearest hour (60) - e.g. 0-29=>0,30-89=>60,90-149=>120
Round up to the nearest quarter minute (15,30,45,60) - e.g. 0=>0,1-15=>15,16-30=>30,31-45=>45,46-60=>60
Round up to the nearest half hour (30,60) - e.g. 0=>0,1-30=>30,31-60=>60
Round up to the nearest hour (60) - e.g. 0=>0,1-60=>60

Early-Out

If No Early-Out Calculation is turned on, the Early-Out Minutes in Attendance Record becomes zero.

The deduction in payroll is applicable only if the Apply Early-Out Deduction is turned on.

The options for Early-Out Minutes rounding are

N/A - no rounding/truncation
Truncate to the nearest quarter minute (15,30,45,60) - e.g. 0-14=>0,15-29=>15,30-44=>30,45-59=>45,60-74=>60
Truncate to the nearest half hour (30,60) - e.g. 0-29=>0,30-59=>30,60-89=>60,90-119=>90
Truncate to the nearest hour (60) - e.g. 0-59=>0,60-119=>60,120-179=>120
Round to the nearest quarter minute (15,30,45,60) - e.g. 0-7=>0,8-22=>15,23-37=>30,38-52=>45,53-67=>60
Round to the nearest half hour (30,60) - e.g. 0-14=>0,15-44=>30,45-74=>60,75-104=>90,105-134=>120
Round to the nearest hour (60) - e.g. 0-29=>0,30-89=>60,90-149=>120
Round up to the nearest quarter minute (15,30,45,60) - e.g. 0=>0,1-15=>15,16-30=>30,31-45=>45,46-60=>60
Round up to the nearest half hour (30,60) - e.g. 0=>0,1-30=>30,31-60=>60
Round up to the nearest hour (60) - e.g. 0=>0,1-60=>60

Short

If No Short Calculation is turned on, the Short Minutes in Attendance Record becomes zero.

The deduction in payroll is applicable only if the Apply Short Deduction is turned on.

The options for Short Minutes rounding are

N/A - no rounding/truncation
Truncate to the nearest quarter minute (15,30,45,60) - e.g. 0-14=>0,15-29=>15,30-44=>30,45-59=>45,60-74=>60
Truncate to the nearest half hour (30,60) - e.g. 0-29=>0,30-59=>30,60-89=>60,90-119=>90
Truncate to the nearest hour (60) - e.g. 0-59=>0,60-119=>60,120-179=>120
Round to the nearest quarter minute (15,30,45,60) - e.g. 0-7=>0,8-22=>15,23-37=>30,38-52=>45,53-67=>60
Round to the nearest half hour (30,60) - e.g. 0-14=>0,15-44=>30,45-74=>60,75-104=>90,105-134=>120
Round to the nearest hour (60) - e.g. 0-29=>0,30-89=>60,90-149=>120
Round up to the nearest quarter minute (15,30,45,60) - e.g. 0=>0,1-15=>15,16-30=>30,31-45=>45,46-60=>60
Round up to the nearest half hour (30,60) - e.g. 0=>0,1-30=>30,31-60=>60
Round up to the nearest hour (60) - e.g. 0=>0,1-60=>60

Worked Hours

Worked Hours are the actual hours worked, as recorded by the In/Out times in the Attendance Record, that qualify for payment.

Worked Hours exclude time earlier than the Scheduled In-Time: When calculating Worked Hours, any time worked before the Scheduled In-Time will not be counted as work hours. For example, if the Scheduled In-Time is 09:00, the time before 09:00 will not be included in the Worked Hours.
Worked Hours exclude time later than the Scheduled Out-Time: When calculating Worked Hours, any time worked after the Scheduled Out-Time will not be counted as work hours. For example, if the Scheduled Out-Time is 18:00, the time after 18:00 will not be included in the Worked Hours.
Worked hours are not counted beyond the scheduled number of working hours: When this option is selected, any hours worked beyond the scheduled working hours will not be counted toward the total worked hours. For example, if the Daily Working Hours on the Working Hours Settings tab is 8 hours, but the clock-in-out times in the attendance record total 8.5 hours, only 8 hours will be counted as Worked Hours.
Worked Hours Covered Late-In Tolerance: This option is used for calculating Worked Hours. When checked, if the employee arrives late but within the Late-In Tolerance period, HRPro will treat it as if they arrived on time, using the Scheduled In-Time to calculate Worked Hours. For example, if the Work In Time is 9:10 and the tolerance allows it, it will be treated as 9:00.
Worked Hours Covered Early-Out Tolerance: This option is used for calculating Worked Hours. When checked, if the employee leaves early but within the Early-Out Tolerance period, HRPro will treat it as if they left on time, using the Scheduled Out-Time to calculate Worked Hours. For example, if the Work Out Time is 17:50 and the tolerance allows it, it will be treated as 18:00.
Worked Hours Exclude Leave Hours: When enabled, the total worked hours will be adjusted to deduct any hours taken as leave within the attendance In/Out time. For example, if 2 hours of annual leave (AL) are taken from 10:30 to 12:30, those hours are subtracted from the total worked hours. This feature is beneficial for companies where overtime (OT) hours are based on worked hours. For instance, if the Worked Hours calculated from the Attendance Record is 8 hours, but the employee has taken 2 hours of casual leave in between, the worked hours become 6 hours.

Flexible Working Hours

When defined, the following functions consider these settings,

Leave by Time
Assuming the regular In-time is 09:00 and the Earliest In-Time is 08:00, with daily working hours being 8. If an employee takes leave from 08:00 to 10:00, the system calculates the leave as 2 hours divided by 8 hours, resulting in 0.25 days.

Late-In
Assuming the regular In-time is 09:00 and the Latest In-Time is 10:00. If an employee clocks in at 10:30, the system records 30 minutes of lateness.

Early-Out
Assuming the regular Out-time is 18:00 and the Earliest Out-Time is 17:00. If an employee clocks out at 16:30, the system registers 30 minutes of early departure.

OverTime (Workday)
Assuming the standard Out-time is 18:00, and the Latest Out-Time is 19:00, any work performed beyond this period will be considered overtime. For instance, if an employee clocks out at 19:30, the system registers 30 minutes of overtime. However, if the "OT Hours based on Worked Hours - Regular Hours" option is enabled, the overtime calculation changes. In this case, OT Hours will be calculated as Worked Hours minus Regular Hours.

Leave them blank if not applicable.

Flexible Meal Time

Meal Hours is Flexible: When checked, the Meal hours to calculate worked hours is based on the Meal Time Duration (Hrs) (i.e., if Meal Time is less than Meal Time Duration, use Meal Time Duration). Meal-out time and Meal-in time, defined in the Working Hours Settings tab, are for Meal Late-In and Meal Early-out purposes.

Flexible Rest Time

Rest Hours is Flexible: When checked, the Rest hours to calculate worked hours is based on the Rest Time Duration (Hrs) (i.e., if Rest Time is less than Rest Time Duration, use Rest Time Duration). Rest out time and Rest in time defined in the Working Hours Settings tab are for Rest Late-In and Rest Early-out purposes.

Others

Not Absent: When checked, even if the employee has no attendance for this shift, the Attendance Record will not show the Shift as Absent. Which is good for As-Call employees.

Shift Location: The assigned location for this shift, indicating where this shift code is placed. If "Enable Roster Location Assignment" (in Master Setup) is activated, it is the default location before assignment.

Attendance Allowance

Attendance Allowance Formula: It is a User-Defined Formula Field. Please see How to define User-Defined Formula.

If per day is selected, the total Attendance Allowance paid for the payroll period is the number of attended days in Attendance Records in the Attendance Period x the Attendance Allowance Formula.
If per hour is selected, the total Attendance Allowance paid for the payroll period is the number of worked hours in Attendance Records in the Attendance Period x the Attendance Allowance Formula.

In/Out Time Cut-Off Hour for Attendance Import

This panel is available when the Treat In/Out Time after In-Time Cut-Off Hour as the next day's attendance records when import or Treat In/Out Time before Out Time Cut-Off Hour as the last day's attendance records when import (in Attendance Module Setup) is turned on.

In Time Cut-Off Hour: It is defined as the time that is treated as the next day's attendance record during attendance import. e.g. If the Work-In is 22:01, it becomes the next day's attendance (because of the overnight shift).

See What is "Treat In/Out Time after Check-In Cut Off Hour as next day's attendance records when import"?

Out Time Cut-Off Hour: It is defined as the time that is treated as the previous day's attendance record during attendance import. e.g., If the Work-Out is 26:00, it becomes the previous day's attendance (because of the overnight shift or overnight overtime).

See What is "Treat In/Out Time before Check-Out Cut-Off Hour as last days' attendance records when import"?

For Enable Shift Differential Pay for Daily Rate Employee

See Enable Shift Differential Pay for Daily Rate Employee Explanation to see how to define different Daily Rates for different shifts.

For Enable Shift Differential Pay for Hourly Rate Employee

See Enable Shift Differential Pay for Hourly Rate Employee Explanation to see how to define the different hourly rates for different shift sessions.

Attendance Record Scan Range

This panel is available when Enable Scan Range for Global Working Hours/Shift Code in Master Setup, General tab, and Master Management panel is turned on.

If applicable (depending on the In Out Mode of Attendance Import), these scan ranges are to determine whether the time read from the attendance device is In Time, Out Time, Meal In Time, or Meal Out Time. etc.