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 is to define the Shift plan of a work day. The shift plan includes the definition of  Work Times, Meal Times, Rest Times, etc. Shift plan is used with Roster Table in order to define the work schedule of the month. 

The purpose of Shift Code is to calculate the Late In, Early Out, Worked Hours, Absent etc (i.e. the Attendance). 

The options in Shift Code are similar to Global Working Hours.  

If a Shift Code is obsoleted. You can uncheck the Active checkbox to make it inactive. 

If Shift Type is defined to Rest day is Pay Day (depending on the Daily Salary based on) and Day Off is the day with No Pay. 

The Colour for Shift Code is for displaying colour in Roster Enquiry and Event Calendar in Employee Portal.

Working Hours Settings

Work Time

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

The Time in Working Hours Settings are 48 hours rotation and in the format of HH:MM, where HH is 00 to 48 (e.g. 25 means 01:00 the next day), MM is 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).  

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

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

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

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).  

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

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

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

Leave Day is treated as

The "Leave Day is treated as" option is used to calculate leave days when clicking the "Calc" button in the Leave application or Leave Entry.

For a Normal day shift, it is typically set to 1 Leave day.

Paid Day is treated as

The "Paid Day is treated as" option is used to calculate 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). 

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

Working Hours

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

Overtime

Overtime Calculation

If No Overtime Calculation is turned on, the OT minutes in the Attendance Record for this Global Working Hours is always zero. 

If Applies to OT Pay 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.  

If OT Hours based on Worked Hours - Regular Hours 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

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. 

If Late-In is zero if In Time is equal to or later than the Scheduled Out time is checked, if the employee work-in time is on or after the scheduled out time (i.e. After-work work in), will not treat it as late in and the late-in minutes becomes zero. 

The options for Late-In Minutes rounding are

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

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

Worked Hours

Worked Hours are the actual working hours based on the In/Out time in Attendance Record that is entitled to pay. 

Worked Hours excluded the time earlier than the Schedule In time for calculating the Worked Hrs, whenever the employee work earlier than the Schedule In Time WILL NOT count as work hrs.  (e.g. If the Schedule In Time is 09:00, the time earlier than 09:00 is not counted as worked hours)

Worked Hours excluded the time later than the Schedule Out time is for calculating the Worked Hrs, whenever the employee work later than the Schedule Out Time WILL NOT count as work hrs.  (e.g. If the Schedule Out Time is 18:00, the time later than 18:00 is not counted as worked hours)

Worked Hours covered Late-In Tolerance is for calculating the Worked Hrs. When checked, if the employee is late in but less than the Late-In Tolerance permitted, HRPro will treat it as not late-in and use Schedule In time to calculate Worked Hours. (e.g. Work In Time 9:10 treated as 9:00). 

Worked Hours covered Early-out Tolerance is for calculating the Worked Hrs. When checked, if the employee is early out but less than the Early-Out Tolerance permitted, HRPro will treat it as not early-out and use Schedule Out time to calculate Worked Hours. (e.g. Work Out Time 17:50 treated as 18:00).  

If the Worked Hours excluded the Leave hours is turned on, the total worked hours will deduce the total number of hours that are taken leave by time if the leave is taken within the attendance In/Out time (e.g.  2 hours AL from 10:30 to 12:30). It is good for the company that OT Hours based on Worked Hours are turned on. (e.g. Worked Hours calculated from the In/Out Time in Attendance Record is 8 hours but the employee is taken 2 hours of causal leave in between, the worked hours become 6 hours).

Flexible Working Hours

When defined, the following functions consider these settings,

For example, assuming the regular In-time is 09:00, the Earliest In Time is 08:00 and daily working hours are 8. If an employee takes leave from 08:00 to 10:00, the system counts 2 hours ÷ 8 hours = 0.25 days.

For example, assuming the regular In-time is 09:00, the Latest In Time is 10:00. If an employee's work-in time is 10:30, the system counts 30 minutes late.

For example, assuming the regular Out-time is 18:00, the Earliest Out Time is 17:00. If an employee's work-out time is 16:30, the system counts 30 minutes early out.

For example, assuming the regular Out-time is 18:00, the Latest Out Time is 19:00. If an employee's work-out time is 19:30, the system counts 30 minutes of overtime. 

Leave them blank if it is not applicable.

Flexible Meal Time

When Meal Hours is Flexible is 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

When Rest Hours is Flexible is 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

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

Attendance Allowance

The Attendance Allowance Formula is a User Definable 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 last day's attendance records when import (in Attendance Module Setup) is turned on. 

In Time Cut-Off Hour 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 days' attendance records when import"? 

Out Time Cut-Off Hour 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.