This article is relevant if your earnings rules require you to pay permanent part-time employees for working beyond their regular pattern of work (contract hours/ guaranteed hours).
This article will cover the below items:
How it works
When an employee is scheduled for a shift that is different to their Regular Hours of Work in Workforce.com, they will be asked on their own app to accept or decline the temporary variation to their regular pattern of work.
Why use this feature?
Some Earnings Rules require employees to have an agreed pattern of work that includes the days and times of shifts.
When employees work hours that differ from this agreed pattern of work, some earnings rules also require overtime to be paid, or for an agreement between the employer and employee to temporarily vary the agreed pattern of work.
Configure an employee's regular pattern of work (contract hours)
An employee's regular hours of work can be configured on their profile in Workforce.com.
Please the below example of regular hours configured in the employee profile:
See here for further information on configuring regular hours.
Scheduling employees with a regular pattern of work
Schedules can be automatically created for employees with a regular pattern of work.
If the employee is under scheduled the missing agreed hours will appear in red on the schedule:
Managers will also be able to view what that employee's regular hours are and if there are any variations:
Mutual agreement of variations to regular hours via shift acceptance
To enable the ability to capture agreement from the employee when their scheduled shift differs from their regular hours of work:
Step 1. Log in to your Workforce.com account and navigate to https://my.workforce.com/ppt_settings
The PPT Settings feature can be enabled for staff on a specific earnings rule and for a specific employment classification. (i.e 'Part Time').
For example, please see the below where Shift Acceptance has been enabled for the Fast Food Industry Earnings Managed Template and for employees classified as Part Time:
Step 2. Navigate to All Settings > Rota/Roster Settings and turn on 'Enable Shift Acknowledgement':
Once Shift Acknowledgement is enabled, employees will be able to accept variations to their regular hours of work via email or the Workforce.com mobile app:
Where no shift is published on a day an employee is contracted for, an empty shift will be created for the employee to accept or decline:
Overtime for working beyond regular hours of work
If your earnings rule requires staff to be paid at a higher rate for working beyond their regular hours of work, you may notice overtime applying to hours worked in these circumstances.
An example of when an employee works beyond their regular hours in a managed template can be seen below:
Scheduled Variation to Regular Hours of Work
If the variation to the regular hours of work is scheduled, and the employee accepts the changes via email or in app, regular hours will be updated for the day and overtime for working outside of the regular hours will no longer be applied.
Unscheduled Variations to Regular Hours of Work
Shift questions can also be used to ask employees when they clock out if they accept any hours worked beyond their regular hours.
This question can be set so that a 'Yes' response applies a shift tag to the worked shift. Depending on your specific earnings rule, this tag may override the outside of regular hours of work overtime conditions.
To set up this question navigate to Settings > Shift Questions > configure the question to apply:
1. Configure the question
Time Clock and Mobile App
Later Than Scheduled
With any tag
*This can include any applicable part time employment types within your custom build or Managed Template, e.g. 'Part Time', 'Part Time Shift Worker'.
How many minutes after the scheduled end time you would like the question asked.
The question to be asked to seek an agreement to the variation to the regular hours of work.
Set a shift tag
Tick this box
Please the below example of a configured question:
2. Add answer options
To set up the answer section of the shift question you will need two, one for a Yes response and one for a No response.
Please see the below example of the configured question using the tags available in the managed templates:
Note: Check which tag is applicable to your specific Earnings Rule Template. See the above list of Workforce.com Managed Templates that have outside regular hours of work overtime conditions and corresponding 'Accepted Shift Variation' tags.
You may need to create the 'Declined Shift Variation' tag depending on the Managed Template you have enabled. To do this navigate to Compliance > Classification Tags and click Manage > scroll to the bottom of the page and in the Create a new earnings rule tag field enter Declined Shift Variation and press the green + to save:
Then the tag can be associated with the No answer in the shift question.
Now, when this question is asked and the employee responds Yes, any overtime that is applying on that day due to the employee working outside their agreed regular hours of work will be paid at ordinary hours rates:
Before the application of the shift tag:
After the application of the shift tag:
If the employee responds No the overtime will continue to apply in the timesheet.
Both the Yes and No responses will be recorded as a timesheet comment as well as the tag being added to the shift as shown above.
Reporting on Mutual Agreement
To view in the schedule:
Go to Schedule > select the current schedule period
Click on Tools on the left hand side
Click on Shift Acceptance
To view on the employee profile:
Navigate to Workforce > Staff
Click on an employee's name to take you to their profile
Click on Schedule on the left hand side menu:
Managers will receive an email once a day each morning for each location they manage about what shifts have been accepted or not accepted.
Downloading schedules to CSV to report on acceptance status
Navigate to Schedule > Tools
Export to > Export to Excel:
Once downloaded, each shift will be marked with one of the following definitions:
The schedule has not been published before.
Schedule needs acceptance, has been published and schedule start is before the schedule last published date.
The schedule requires acceptance, has been published and schedule start is after the last published date.
Did Not Action
The schedule requires acceptance, has been published and the scheduled start is before the current time (now).
Accepted, Declined or Matches Regular Hour
This is the true acceptance status.
The schedule doesn't require acceptance.