Regular Hours of Work (RHW) falls within Pay Conditions within an employee profile. This means that when updating an employee's RHW, you can enforce the start date of the changes. This will allow:
scheduling RHW changes
the acceptance of RHW changes by employees through Workforce's Contracts feature
Accurate record keeping of RHW changes over time
What's covered in this guide?
What are regular hours of work used for?
The regular hours of work on the employee profile store an employee's contracted hours of work. Regular hours of work are used for the following:
Calculating overtime for part-time employees. Some earnings rules require overtime to be paid when a Part Time employee works outside of their contract
Populating leave requests. One of the available leave autofill options is to fill leave from regular hours of work. See Autofill leave requests with correct hours for each employee
For leave requests in days: You will need to
Estimating future leave balances. One of the calculation methods for future leave balances is to project leave based on regular hours of work projected leave balances
Building schedules. It's possible to automatically build schedules from regular hours of work
Enter Regular hours of work
To enter or update an employee’s regular hours of work:
Navigate to Workforce > Staff > staff profile
On the left hand side menu, click Pay Conditions
Go to Pay Conditions tab
Select Edit Current Pay Conditions button
Select from when you want these changes to take effect by selecting an option from ‘How do you want to edit these pay conditions?’
Once an option is selected, the pay conditions modal will appear below
Under Regular hours of work section, select + Week and a pop-up will appear:
Select + Shift to add a shift
Select + RDO to add a rostered day off
(optional) Under Contracts & Documents, tick the box to notify employee of the change and select contract/s & documents to send
Select Confirm Changes > Confirm and Apply
💡Tip: Regular hours can be entered in multiple weeks by selecting + Week button located at the end of the week:
Important: If you have multiple weeks for your regular hours of work patterns, we recommend setting a start date to ensure all employees have the same cadence of RHW.
Go to Settings > Rotas > Advanced > Use a consistent roster cycle start date for all users.
Add Scheduled Days Off
For part-time and full-time staff that take a specific day off each schedule period, this information can be added to their Regular hours of work as a Scheduled Day Off (RDO, for 'Rostered Day Off').
To add a Scheduled Day Off, go to Regular hours of work > + Week > + button next to a weekday > + RDO:
By default, RDOs must be a full 24 hours, and so only the Start time can be edited - the finish time will be updated to match automatically. If no time is assigned, the start and finish will default to 00:00 - 00:00.
💡Tip: For organisations that automatically build schedules from regular hours, any RDOs added to an employee's Regular Hours of Work will be automatically created in the schedule.
Bulk Upload Regular Hours of Work
Navigate to Workforce > Staff and open Tools > Manage Regular Contract Hours:
A Regular Hours of work upload file (.csv) can be created from scratch using the Template, however it is recommended you work from the regular hours already in Workforce.com using the Regular Hours Download option.
From here, following the in-product instructions you can update the files fields as required. Once completed upload the file into Workforce.com.
*Name, Passcode, Start Date, Week, Day, Type, Start and End are all required fields.
Note: Updating Regular Hours of Work will update the current pay conditions and will not create a new contract.
FAQs and Troubleshooting
FAQs and Troubleshooting
How do I change the 'Current Applying Period'
The current applying period is as a reference point for deciding how to order your weeks if you have more than one. There is no need to match this date to your pay period start date.
Once set, this field cannot be changed in Product - There are two methods to work around this:
If you change your pay periods, simply re-order the times you have entered to match the new order. For example, you might need to switch the hours from the second week to the first week.
The .csv file can be amended using the steps in this guide. Changing the Start Date field will allow you to upload a new start date for an employee's regular hours of work.
What's the difference between regular hours of work and the schedule?
The regular hours of work is part of the employee profile. These shift times won't appear on the schedule, unless you build shifts on the schedule.
Who should use regular hours of work?
Use regular hours of work for permanent employees when you need to keep a record of guaranteed start and finish times.
Do staff need to agree to their RHW?
While staff can sign a contract associated to their RHW if a employee does not agree when prompted the RHW scheduled will still apply. Managing these unsigned contracts will need to be managed manually. You can however sort "sent contracts" by "unsigned" to easily find which employees to follow up.
If I used quickbuild from RHW and have Scheduled RHW, which will it use?
"Quickbuild from RHW" will use the RHW that is current for the period that is getting built.