Agreement templates - Time
Updated
by
Daniel Sjögren
This section is the core administrative control center for time management. The settings here define the rules for time punching, overtime, and deviations. Importantly, this section governs the punch-based Break calculation feature by defining the necessary employee agreements and eligibility criteria, ensuring breaks can be deducted based on actual worked time.
Rules for time punching
Set the rules for time punching in this section:
- Types of time reporting:
- Punching in/out but no breaks: If selected, employees punch in/out at the start and end of their shift, but not during breaks.
- Punching in/out and breaks: If selected, employees punch in/out at the start and end of their shift, including when they are going on break.
- Deviation reporting: If selected, a punch will automatically be added that is the same length as the shift, removing the need for punching in/out.
- Punching without schedule: If selected, it will be possible to punch in/out without an associated shift schedule.
- Auto attest for absence: If ticked, all approved leave periods will be approved simultaneously and included in the payroll file.
- Automatic punch out after (h): This ensures employees who forget to punch out are automatically punched out after the specified number of hours from the punch-in time.
- Daybreak: This field controls the break used for calculating nominal working hours, overtime, and additional hours over a period.
- Ignore absence type in Webpunch: Tick this box if the person is to be able to circumvent the creation of leave in Webpunch when punching in late or punching out early. This is useful for flextime, for example.
- Allow punching on tasks: Tick this box if the employee is to punch time on tasks planned for the shift. This displays an additional dialog in Webpunch where the employee can choose the task for which they want to punch in/out.
- Split shift's existing punch upon task addition: This setting only applies to the reporting mode "Punching in and out, no breaks". If set to true, existing punches will split as a task is added to their shift, provided the punch fully overlaps with the new task.
- Payroll file: The correct payroll system is specified in the agreement template.
Punching scenarios (shift and task overlap)
- Once you've punched in, you must wait until the next minute to punch out (e.g., if you punch in at 08:10 a.m. you can't punch out until 08:11 a.m.).
- If a task and a shift start at the same time, you only need one punch, but you must punch in on the task. Otherwise, the punch will be on the shift, and you will need to punch in a second time for the task.
- When you punch out of a task, this will automatically end your punch on the shift as well, and you need to punch in on the mother shift again to continue your regular work.
- If a shift ends with a task, you only need one punch to end both the task and the shift.
Break calculation rules
This section allows you to configure break calculation rules at the agreement level.
- Use standard break calculation rules: Select whether you want to use standard break calculation rules (inherited from Account/Group settings) or not.
- If you don't want to use the standard rules, untick the checkbox, and click Add.
- In the Add rule dialogue, define the criteria:
- Shift length: Set the number of hours and minutes of the shift.
- Break (minutes): Set the length of the break in minutes.
- Only apply to specific weekday/s: You can select one specific day of the week or all days.
- Show breaks: Choose whether to display the breaks.
- Location of breaks: Select when to have the break during the shift (options are beginning, middle, end, and after).
- Number of breaks: Total number of breaks during the shift.
Read more about break calculation rules.
Critical eligibility for punch-based break calculation rules
For the Punch-based break calculation to apply to an employee's punches, the following settings cannot be enabled on their Agreement template:
- Allow punching on tasks
- Split shift's existing punch upon task addition
- Generate salaries on task
Overtime and unsocial time
You can set the parameters of overtime and unsocial time in this section.
- Flex time/Time bank: If this box is ticked and certain salary types are activated, an additional salary entry is created when an employee works more than their scheduled hours.
- OT/AT bank: Select whether the default mode for overtime (OT) and additional time (AT) is for them to be paid or saved time off in lieu.
- Allow user to ignore overtime in Webpunch: If this is ticked, the person can ignore overtime in Webpunch to avoid generating overtime, and the punch time is rounded to the start/end of the shift.
- Overtime methods: Select the method for calculating overtime, such as: Time exceeding schedule per day, Worked hours per day, Time exceeding nominal hours during schedule period, or Worked hours per week.
- Unsocial time: Select whether compensation for unsocial time is Paid or Saved time off in lieu.
- Late schedule change: Tick this if unsocial time compensation is payable on late schedule changes.
- Type of unsocial time: Enter the type of unsocial time (UT) that should be used when a late schedule change is made.
Punch and Webpunch deviations
You can set punching parameters in the Punch and Webpunch deviations sections.
- Round breaks: When this box is checked, the break is rounded, but the punch itself is not changed; only the salary outcome is affected. This is enabled with the time reporting method "Punching times and breaks".
- Punch deviations: Under here, you can add rules for punch rounding. To add a deviation, click Add.
- Type: There are three possible types of rounding: Max difference, Round to shift start/end, and Round to time interval.
- Minutes: Set the interval (max 180 minutes) within which an employee's early/late punch can be rounded to the shift start/end time.
- Punch: Select whether the rule applies to punch in or punch out.
- Rounding method: If "Round to time interval" is selected, choose Up, Down, or Nearest.
Note that the punch itself will not be changed when the break is rounded. Only the salary outcome will be changed.
Rounding on time punches won't work on punches that have been added manually by a manager.
- Shift relation: If "Round to time interval" is selected, choose Before shift starts, After shift starts, or Both before and after shift starts.
- Webpunch 3 deviations: Decides what should happen when employees select a leave reason while punching out from Webpunch 3:
- Yes, create approved leave
- No, create leave application
Read even more about punch deviations here.
