Award Setup
From TimeMinder Help
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Award Setup
Shifts
Field Descriptions:
- Note When it says "o’clock" after a field then the field requires a specific time.
Whenever it says "hh.mm" after a field then the field requires an amount of time.
Early Overtime Start time The earliest time someone can start and it is counted as overtime.
Overtime must arrive before If person arrives after this time, it will not be calculated as overtime.
Normal shift start time Standard start time for shift.
Normal shift end time Standard end time for shift.
Overtime must depart after If person leaves before this time, it will not be calculated as overtime.
Late overtime finish time The latest time someone can finish and it is counted as overtime.
Minimum hours If applicable. For example many awards for casual employees state that a minimum of 4 hrs per shift must be paid.
Classification Shift Code Linked to Classifications to indicate day, afternoon or night shift. Needs to be correct to work out pay details accurately.
Tick if always O/T This option can override information in OT1 (see below). It pays overtime even if full ordinary hours are not worked.
- For example if the employee arrives at 8am, then because always O/T is ticked, they will get paid 1 hour at the overtime rate even though s/he may not have worked a total of 07.36 ORD hours for that day.
Special Note: You can put in times that go past midnight, by simply increasing the time past 24.00, ie to 25.00 for 1am or 28.00 for 4am. However, if a shift start time is 05.00 or before, then the shift end time MUST be 26.00 at the latest.
Unpaid break deductions You are able to enter up to two (2) unpaid breaks. These are automatically deducted (ie. come into effect) after a specified number of hours and/or minutes. You also need to specify the duration of the break. In the above eg. the employee automatically gets a ½ hour unpaid break after working 5 hours during one shift.
Crib Time A paid break. Eg. Smoke break - if allowed two (2) 10 minute breaks per day, the person can work 7 hrs 40 mins but not take the breaks during their shift. S/he can then go home and still get paid for 8 hrs.
You must then select which column you want the paid break added to / calculated from.
Meal Allowance If you have lots of different allowances, you might also want to use this area for another allowance instead of Meal,like a Travel Allowance.
Daily Shift Allowances In this area you can specify up to three (3) shift allowances. An actual time range is required to tell the system when the allowance is applicable. Actual times, not an amount of time, needs to be entered. See Shift Allowances for more details on setting up allowances.
Auto Shift Change Used to automatically change a person from one shift to another. Useful where continuous shifts are utilised or where casuals are called on an irregular basis. Ie. shifts may vary from day to day or week to week. By using the Auto Shift feature, when the employee swipes-in, s/he is converted to the appropriate Day, Afternoon or Night Shift number or code. Be careful not to create a loop of auto shift changes by incorrectly setting this feature.
Rounding Rules
The Grace period allows for rounding back to a rostered start. If someone clocks in or out outside the grace period, then the time will be rounded to the nearest interval of however many minutes are specified in rounding units.
First in specifies the rules for the first employee to clock in.
In/Out is the rules for all but the first and last swipe.
Last out specifies the rules for the final employee to clock off.
Round bookings (ie. clocking in and outs) uses all three (3) rounding rules.
Use first and last booking only can’t be used if you have job timing. If not, then it is useful for monitoring lunch clocking in and out, without affecting the calculations.
Deleting Shifts
- Highlight the shift name you want to delete.
- Press Spacebar on your keyboard. This will clear the text in the Shift Name field.
- Click Save.
Shift Allowances
Field Descriptions
Allowance abbr. Can be anything you decide although it should be descriptive.
Allowance code For use in conjunction with a Payroll system. Must be the same code as in the payroll system.
Description Can be anything you decide although it should be descriptive.
Type
01 – The employee gets paid his/her hours AND they get this allowance. Eg. Afternoon Allowance
02 – This is deducted from their ordinary hours. So for calculation purposes, the allowance is set up as a percentage.
03 –Per hour or part thereof. So if an employee works 6.xx hours they would get paid allowance calculated on 7hrs.
04 – Paid per shift. Eg. Travel Allowance.
Paid on overtime? Tick if allowance should also be calculated on overtime as well as ordinary hours.
Pay $ / % Amount or percentage of the allowance that the employee actually gets.
Charge $ / % Amount or percentage charged to the company. These figures are used in the Period Totals and Payroll report totals.
Percentage? This changes the Pay and Charge fields from dollar amounts to percentages.
Classifications
This is the area where award rate details are entered. These are only required if costing reports are necessary.
Field Descriptions
Classification Code Up to four (4) characters long. This code is tied to the level of pay the employee is on. Can be anything you decide although it should be descriptive.
Shift Allows you to differentiate between rates for different shifts. This is an arbitrary, 1 letter code. You could make D=Day Shift, A=Afternoon Shift etc.
Ver. Stands for version. This field is essential for historical reporting. Do not override rates when there is a pay rise. Just make a new version with the same code and all other information the same except for actual dollar values of pay rate.
Description Can be anything you decide although it should be descriptive. This field prints on the Payroll Report.
Payroll Code For use in conjunction with a Payroll system. If importing into a Payroll system, these need to be the same as the Payroll codes.
Pay $ This is what the employee actually gets paid.
Charge This is what is charged to the company. These figures are used in the Period Totals and Payroll report totals. The figure entered in this field and Pay $ field, should be different only if you are an employment agency.
Pay Codes Found at the top of the screen in the pull down menu once you have set up the classification.
