Enter Time Balance Definition
Explanation
Use this function to define employee time balances. A
time balance is based upon the result entered in the employees time card
information. How it was entered, automatically by the calculation program, or
manually by the user, doesn't matter.
The time balance has a basic definition that
describes,e.g., the minimum and maximum allowed values, any rounding or
threshold values, which wage codes are affecting the balance, and so
forth. All balances are updated from the accruing and withdrawing wage
codes entered in the definition
window. Wages codes with a positive factor are accruing to the balance.
Wages codes with a negative factor are withdrawing from the balance.
The balance may be connected to a reconciliation period. This means you
can let the balance fluctuate within the period and at the end of the period set
it to a certain value. You can also have any cut out time transferred to a wage
code or to another balance. This we call the conversion of a balance, which is
available both to daily remainders as well as to remainders created when
reconciling the balance.
A time balance may also use the alert functionality.
However, this requires that you enter a set up in the IFS/Foundation1 component. Alerts are used, e.g., to warn for overtime hours coming close to
violating work time regulations.
In order to have a balance come effective it is
connected to a work hour rule type. The rule type is in turn linked to the
employee.
Prerequisites
The wage codes that should be used to accrue and
withdraw from the balance should have been entered.
System Effects
There are no system effects.
Window
Balance Definition
Related Window Descriptions
Balance Definition
Procedure
- Select New to enter a new balance definition.
- Enter an appropriate Balance ID. This is the name you will use in
the rest of the system. If relevant, enter a Description of the
balance.
- Select a Unit, one of Hours or Days, and select the balance
Type. Note that the unit Days is allowed only for a balance of type
Other.
- Open the
General tab.
- Enter the mandatory Minimum and Maximum balance values.
You enter the values in hours and 1/100's.
- If applicable, enter rounding rules in the Round Accrual Value
and Round Withdrawal Value fields. Downward rounding is achieved by
using a negative value, upward rounding requires a positive value. The value
refers to hours and 1/100's, e.g., -0.1, means you round downward to the
nearest 1/10 of an hour.
7.57 is rounded to 7.50 etc.
- If applicable, enter the Maximum Daily Accrual and Maximum
Daily Withdrawal. You enter the values in hours and 1/100's.
- If applicable, enter the Accrual Threshold and Withdrawal
Threshold. You enter the values in hours and 1/100's. These thresholds
can be used to avoid that to small amounts are added to and withdrawn from
the balance. E.g., you may require at least 15 minutes (0.25) before the
balance is updated.
- Select one of the three available options how to manage remainders and
enter the supplementing information for the options. Remainders are the
leftovers from roundings, thresholds, and maximum and minimum limits.
- If you entered a balance of type Other and selected the unit Days, you
must select a Conversion Rule. Selecting the Fixed option also
require you to enter a Conversion Hours value.
- Open the
Daily Rule tab.
- If applicable, enter a Positive Wage Code and a Negative Wage
Code. These wage codes will be used to summarize the accruing and
withdrawing time from the wage codes that generates the balance (see below).
The wage codes entered will be displayed in the employees time card result.
- Enter the relevant information in the Wage Code Generating Balance
fields. The Wage Type and Wage Code refers to the information
calculated from the clocking, or manually entered by the employee. The
Factor should be a positive number value for the accruing wage code, and a
negative value for the withdrawing wage code. Normal values are +1 and -1.
If you have defined another balance, which remainders should be converted
into the current balance, you must select one wage code with positive factor
and one with a negative factor and select them as the Conversion Default.
This means the transferring balance will convert the remainders to these
wage codes. Note that the balance type controls what can and should be
entered in these fields.
- If you have defined a balance of type Other you may select non, one, or
both of the checkboxes Level balance change and accruing result and
Level balance change and withdrawing result. The affect is that the
time accounted to the wage codes that generates the balance (the first
calculation) will be adjusted to match the result from the balance
calculation (the second calculation). I.e., any balance related rounding, or
threshold operation etc. will affect the result from the first calculation.
- Open the Time Balance Alerts tab. This is optional and not
applicable to most balances. You may consider it if you have a balance
counting overtime hours. Then the alerts could be useful in order to avoid
breaking the work time regulations.
- Enter the Alert Name and the applicable Min Alert Value
and Max Alert Value. E.g., in case of an overtime hours balance, only
the maximum limit is of any interest. Now you also have to set up the alert
in the Event Registry in the Admin tool.