Recent Changes:
Now that the Pay Conditions and Regular Hours of Work (RHW) tabs on employee profiles have been combined, updates to any employee's Regular Hours of Work can be scheduled in advance.
This means that when updating an employee's RHW you can:
Enforce the start date of changes
Receive acceptance of changes to RHW through contracts feature
Ensure accurate record keeping of RHW changes over time
Regular Hours of Work (RHW) is attached to 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
Entering Regular Hours of Work
Navigate to Workforce > Staff and open the employee profile.
On the Pay Conditions & Regular Hours tab of the employee profile, click Make a Change:
When the pay conditions change model is opened you can opt to change the regular hours of work via the Edit Regular hours Button:
Regular hours can be entered over any number of weeks. For example, an employee might work a two week cycle with different hours in each week.
Once the teams, start times, finish times and breaks have been added for each of the employees regular shifts you can select Done.
Once the RHW have been updated (and assuming any changes made to the users pay conditions have also been made), you can go ahead and chose when these changes should take effect.
By default, the date for the changes will be set to the start of the current pay period, but by selecting "Yes" in response to "Changes will apply from the start of this pay period (Date) Choose an alternative date?" you can pick the date in which the Pay Conditions & RHW will update for.
In addition, you can opt to notify the employee of the changes and select contract/s & documents to send.
Adding 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).
To add an RDO to an employee's profile, navigate to the Regular Hours tab of the employee profile and click Edit Regular Hours. On the Regular Hours of Work panel, click the + symbol and then the option to Add Scheduled Day Off.
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 Uploading 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 & 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.