HRplus Time Core Timeline

This timeline outlines the setup and daily usage of the HRplus Time Core module, focusing on employee scheduling, time tracking, and payroll integration.

Setup Phase:

• Calendar Setup:Create the calendar for the current year and potentially future years.

• Flag holidays: Global, Country-Specific, Company-Specific.

• Pay Group Setup:Define pay groups based on pay frequency (e.g., Monthly, Bi-Monthly, Weekly).

• Set cutoff dates for payroll changes.

• Generate Pay Cycles:Generate pay cycles for each pay group within the defined pay year.

• This establishes the specific pay dates for each cycle.

• Shift Setup:Create individual shifts with specific start and end times.

• Configure shift parameters: workdays, holiday pay eligibility, lunch settings, etc.

• Define shift rounding rules: how employee punch times are adjusted for payment (e.g., rounding up, down, grace periods).

• Establish shift payment rules: Regular hours, overtime thresholds, and corresponding overtime rates.

• Schedule Setup:Create schedules by grouping shifts into recurring patterns.

• Examples: Monday-Friday 8am-5pm, Night Shift Rotation, Weekend Team.

• Link Shifts to Schedules:Associate created shifts with specific schedules to define typical work patterns for employee groups.

• Employee Scheduling:Assign employees to schedules based on their roles and work patterns.

• Options: Schedule by Pattern (for predictable schedules), Schedule Individual Employees (for dynamic schedules), Schedule Selected Employees (for group scheduling).

• Manage split shifts or second shifts for employees working multiple shifts within a day.

• Allowance Setup:Create various allowance types (e.g., Call-Out, On-Call, Shift Premiums, Meal, Travel).

• Define parameters for each allowance, including eligibility criteria and calculation methods.

• Link allowances to specific shifts, so they are automatically applied based on employee schedules and timesheets.

• Timekeeper Setup:Create Timekeeper user roles with appropriate permissions to access and manage time and attendance data.

• Grant Timekeepers access to specific companies, departments, and schedules they are responsible for.

• Workflow Setup (Timesheet Approvals):Configure the timesheet approval workflow by defining up to ten sequential approval levels.

• Link each approval level to a designated Timekeeper responsible for reviewing and approving timesheets at that stage.

Daily/Regular Operations:

• Timekeeper Daily Tasks:Review and clear unprocessed punches (clock-in/out data).

• Review current attendance logs and make edits if necessary.

• Post attendance logs from the previous day to employee timesheets.

• Timesheet Management:Review and edit timesheets: Adjust time, handle absences, manage leave balances, address missing punches, verify total hours.

• Allowance Management:Generate allowances based on defined rules and employee timesheets.

• Manually enter allowances for specific situations not covered by automatic rules.

• Review and process allowances for each pay cycle.

• Timesheet Approval Process:Timekeepers at each designated level review and approve timesheets according to the configured workflow.

• Timesheets can be moved forward to the next approval level or backward to a previous level for corrections or adjustments.

• Payroll Integration:Once timesheets are approved, they are posted to payroll cycle changes for processing.

• This integration ensures accurate payment for regular hours, overtime, and allowances based on employee time records.

HRplus Time Core Cast of Characters

Roles:

• System Administrator: Responsible for initial system setup, user management, and overall system maintenance.

• HRplus Time Core User: Manages company-wide settings within the HRplus Time Core module, including defining pay groups, setting up shifts, and establishing rounding rules.

• Timekeeper: Directly responsible for managing employee time and attendance records. This includes scheduling employees, reviewing and editing timesheets, and handling allowances. Timekeepers may have different levels of access and approval authority based on the configured workflow.

• Employee: Clocks in and out for work, has their time tracked, and receives payment based on processed timesheets. Employees can be assigned to specific schedules and shifts.

Other Key Terms:

• Geofencing: Allows administrators to define geographical boundaries (geofences) and link them to specific companies. This feature can be used to track employee attendance and ensure punches are recorded within designated work areas.

• Device Monitoring: Enables monitoring of time clocks connected to the HRplus system. The system can send automatic notifications to designated users if there are discrepancies or potential issues with the clocks.

This detailed breakdown provides a clearer understanding of how the HRplus Time and Attenance and Timekeeper Modules are structured, implemented, and used on a day-to-day basis.