Agreement Templates - Time

Updated 4 months ago by Leigh Hutchens

This article relates to Classic.

You can set different types of time under the Time tab: overtime, additional hours, flextime, punching in/out method, etc.

Time can be reported by employees either punching in and out or not. A punching terminal, mobile phone or web link is used when punching in/out.

  • In a punching terminal, the employee clocks in/out by either
    • Entering his/her employment number
    • Swiping his/her magnetic card
    • Holding his/her tag against the terminal reader
    • Scanning a fingerprint
  • When punching in/out via a mobile, you can choose whether preset GPS coordinates should be used in Quinyx for location recognition.
  • Web-based punching in/out on a computer, POS terminal or tablet is another option, provided that an Internet connection is available. The employee punches in/out by entering his/her employment number or holding his/her tag against the terminal reader.

There are four different ways of reporting the time in Quinyx. You will find them in the Type of time reporting drop-down list.

  • The option Punching in/out and breaks means that employees must not only clock in and out, but also punch in and out at break times.
  • Punching in/out but no breaks means that employees only punch in and out. Any scheduled breaks in their shift are automatically deducted from the time worked.

    Allowing employees to punch in and out in Quinyx provides an easy, automated way of dealing with flextime and time off in lieu when the clocked time is shorter or longer than the scheduled shift.
  • Deviation reporting means that employees do not need to punch in or out. Quinyx goes by the employee's schedule and automatically generates punching in/out times which match the scheduled shifts' start and end times. That said, any deviations must be reported, such as leave, overtime or other additional hours beyond what is normal.
    The Deviation reporting function can preferably be used if it is not necessary to save the time worked at minute level, for instance, in offices or in businesses where punching in and out is more difficult in practical terms, as when working out in the field.
  • The last time reporting option in Quinyx is Punching in/out without schedule.
    Note that you cannot select this time reporting method if you want Quinyx to handle flexitime, rounding, etc. automatically.
  • If the Approve pay on leave box is checked, it means that all the approved leaved periods are approved simultaneously and will be included in the payroll file. In our case, we have chosen to check the box as we do not need to approve the leave already approved separately.
  • The function Automatic punch out after is useful for ensuring that no one will be left punched in by mistake in Quinyx. By setting this option to 12 hours, any employee who has forgotten to punch out will be automatically punched out 12 hours from the punch in time. Shifts that have been automatically punched ut may have a warning frame in Time - Time via settings under Time - Parameters. You can also make it mandatory to correct punches  before attestation can take place.
    Note that the value for the number of hours should be adjusted up if you have shifts scheduled for longer than 12 hours.
  • Daily break controls the break for calculation of nominal working hours, overtime and additional hours over a period.
  • Ignore leave reason in Webpunch 3 can be used if employees are to be able to circumvent creation of leave in Webpunch when punching in late or punching out early. This may be useful in the case of flextime, for example.
  • Allow punching on tasks can be used if the employee is to punch time on tasks planned for the shift. This will display an additional dialog in Webpunch that will allow the employee to choose the task for which they want to punch in/out. 
  • Payroll system: The correct payroll system is specified in the agreement template.
    Note that the payroll system must be selected so that the employees' times are included in the payroll file and it is important to select the correct payroll system!
  • Holiday calculation factor: In Quinyx, you can use a Time Tracker for holidays in order to keep track of how many days' holiday an employee has taken or has left, depending on the setting. When the Time Tracker is used for holidays, Quinyx can automatically calculate the balance for each day the employee has been employed and has had a valid agreement. The holiday balance will then increase every day by the calculation factor which you have specified in the agreement template. This function is mainly used in the UK.

Overtime

Under the Overtime tab you can choose whether flex time or overtime will be used. 

No overtime is calculated if Flex time/Time bank is checked. 

If overtime/additional time is  to be generated, select whether they are to be paid or saved  time off in lieu, by default. Regardless of the option in the agreement template, you can manually change the default in an individual time card. 

User can ignore overtime in Webpunch: If the employee is to be able to ignore overtime in Webpunch in order to avoid generating overtime. The punch time is then rounded to the start/end of the shift.

Overtime methods are configured under settings can then be selected for the relevant agreement template. Remember that the order of the overtime types in the list is important as this influences the calculation.

Punch deviations

One of the major advantages of Quinyx is that with optimum staffing and using Quinyx correctly, you frequently have the opportunity to maintain control over payroll costs. One useful function is the option for setting deviation rules.

  • Round breaks: Round breaks is enabled with the time reporting method Punching times and breaks. The following happens when this box is checked:
    • Punched break is shorter than scheduled break - Quinyx will increase the punched on break time to the scheduled break time.
      Note that the punch itself will not be changed when the break is rounded. Only the salary outcome will be changed.
    • Punched is longer than scheduled break - If the punched break is longer than the scheduled break the punched times will be as is. 

      If multiple breaks are punched during the day, but only one is scheduled, all breaks are added together and the rounding will be based on the total break time. Click Add to configure other rules.
  • Max difference: This means that the employee may be a little bit late or leave a little bit earlier and nevertheless be paid for the entire shift. For example: The employee is scheduled to work between 09:00 and 18:00. He/she punches in at 09:07 and out at 17:52. The max difference function in our example has a deviation value set at 10 minutes in relation to the start and end of shift. This means that the employee has the option of clocking in up to 10 minutes late and out up to 10 minutes early, with a salary calculated from the shift's start time to the shift's end time. 
  • Rounding to shift start/end: Here, as an employer you can round off the time so that if an employee punches in a few minutes early and  out a few minutes late, he/she will only be paid for the scheduled times. For example: The employee is scheduled to work between 09:00 and 18:00. He/she punches in at 08:46 and  out at 18:09. If the rounding function is not enabled, the time worked will be calculated from 08:46 to 18:09. If the employee is also paid on an hourly rate, this means that, as the employer, you can pay an hourly salary for 23 minutes (14 + 9 minutes = 23 minutes) more than the scheduled shift.
    Using the rounding function means that Quinyx can automatically remove these additional minutes, based on a time frame which you define yourself. A rule of 15 minutes in connection with punching in and the same amount when punching out means that Quinyx automatically rounds the punched times to the start and end times for the shift, as long as the employee clocks in or out within the defined time frame of 15 minutes. In the case above, the employee's working hours will be calculated between 09:00 and 18:00, exactly as scheduled.
  • Round in time ranges: There is another rounding method – Round in time ranges. This method enables Quinyx to round punched times at different time ranges. Punches are rounded to a specific time range. It is possible to round up, down or to the nearest interval. It is also to specify whether interval rounding is to be applied outside, within or both outside and within the times for the shift.

    20-minute intervals are applied, for example. If the employee has a shift that starts at 09:00 but punches in 30 minutes early, the time will be rounded to 08:40. If the rounding method is "Down", the punch in time will be rounded to 08:20. If the rounding method is "Nearest", the  time will be rounded to 08:40 as it is always rounded up if punch is within the defined interval.
    Note that the same logic is applied if you have selected the "Inside" shift ratio. The only difference is that the rounding rules are applied "within the shift".
    If both time range rules and rounding or max deviation rules are applied, rounding rules will always take precedence over time range rules. By way of example, let us say that we have applied both time range rules and rounding rules with the following settings:
    Time ranges of 6 minutes, punching in, rounding method up and outside the shift with rounding of 30 minutes. If, for example, an employee has a shift that starts at 09:00 and clocks in 08:32, the punch will be rounded to 08:38 in accordance with the new time range rules. However, if the employee clocks in at 08:44 the rounding rule will apply, which means that the time will be rounded to 09:00. 
  • Indicator: You set an indicator, select a colour that is displayed around a timecard when the schedule and associated punches differ by more than a specified number of minutes.
Note that punch rounding doesn't work on manual punches, deviation reporting, and punches that changed manually.

Webpunch 3 deviations

Here, you can choose whether leave created in Webpunch, when the employee clocks in or out, creates a leave application that needs to be approved by a manager. Creation of approved leave is the default setting.

Unsocial hours

Under the Unsocial hours tab, you can select whether any unsocial hours are to be paid or saved for time off in lieu by default.

According to some collective agreements, the employer must pay a certain amount of compensation to employees if they are affected by a late schedule change or are made to work during expected daily or weekly rest periods. To use any of these functions, check the relevant box and then select the type of unsocial hours to be generated. The limit for the minimum daily and weekly rest periods and minimum period of notice for late schedule changes is set under the Time rules tab in the agreement template.


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