Inserting Minimum Hours Policies

Minimum Hours policies are created from the Policies section of the main Admin tab. To open the setup page, click on the Admin tab from the row of navigation tabs that runs along the top of the screen, and then on the Minimum Hours link, located under the Policies header. The “Minimum Hours Policies” screen opens.

Click on the [ADD MINIMUM HOURS POLICY] icon to add a new policy. The “Minimum Hours Policy” screen opens.

Daily Minimum Hours Policy

1. Select "Daily" from the drop-down menu labeled "Select the type of minimum hours policy."
2. Enter a name for this policy as you would like it to appear in the software.  This name can contain letters, numbers or a combination of both.
3. Enter the number of daily hours that employees assigned to this policy are to receive, regardless of the number of hours worked.
   Example: If you would like the employees assigned to this policy to receive 8 hours a day, regardless of the number of hours punched at the time clock, "8" would be entered into this field.
4. Enter an hours threshold for this policy.  Any employee assigned to this policy must first reach the number of hours specified here before the policy will go into effect.

5. If you would like to assign hours awarded by this minimum hours policy to a Premium Pay Code, select the desired code from the drop-down menu.
   Note: See Premium Pay for instructions on creating and using premium pay codes.

6. Select whether holiday an/or absence hours will count toward this minimum hours policy.

• Holiday Hours-- Put a check mark in this box if you would like hours that are automatically generated by the system on a holiday to count toward this minimum hours policy.
  Example: An employee is assigned to a daily minimum hours policy which states that she receives 8 hours a day, regardless of the number of hours worked.  On Thanksgiving Day, the employee clocks in and works for 3 hours.  Based on the holiday list that the employee is assigned to, 4 more hours are automatically awarded to her time card.  With the "Holiday Hours" option selected the employee will receive 1 more additional hour, bringing her total hours for the day to 8 (taking the holiday hours into account).  With this option de-selected, the 4 holiday hours will be ignored, and 5 additional hours would be added to the employee's time card.

• Absence Hours-- Put a check mark in this box if you would like any absence hours on the employee's time card to count toward this minimum hours policy.
  Example: An employee is assigned to a daily minimum hours policy which states that he receives 8 hours a day, regardless of the number of hours worked.  The employee shows up for work, but goes home sick an hour later and uses 4 hours of paid time off (PTO).  With this option selected, the PTO is taken into account and 3 additional hours are added to the employee's time card.  With this option de-selected, the PTO is ignored and 7 hours are added to the employee's time card.

7. Put a check mark in the box next to each day of the week on which you would like this minimum hours policy to be valid.  Click on the [CHECK ALL] icon to select all days.
   Note: This option is only valid when the minimum hours policy is assigned to an employee (as opposed to being assigned to a department or job).

8. Put a check mark in the "Create from last punch of the day" box if you would like the automatically generated hours to be added to the end of the employee's time card for the day.
   Example: The Daily minimum hours policy states that employees must work at least 4 hours a day in order to receive an 8 hour daily minimum. An employee assigned to this policy clocks in at 08:00 and clocks out for the day at 13:00, giving them 5 hours for the day. With this option de-selected, the additional 3 hours would be added to the employee's time card from 00:00 to 03:00.  Select this option if you would like the additional 3 hours to appear on the time card from 13:00 to 16:00.

9. Click on the [FINISH/SAVE] icon to save the minimum hours policy.

Overtime Week Minimum Hours Policy

1. Select "Overtime Week" from the drop-down menu labeled "Select the type of minimum hours policy."
2. Enter a name for this policy as you would like it to appear in the software.  This name can contain letters, numbers or a combination of both.
3. Enter the number of weekly hours that employees assigned to this policy are to receive, regardless of the number of hours worked.
   Example: If you would like the employees assigned to this policy to receive 40 hours per overtime week regardless of the number of hours punched at the time clock, "40" would be entered into this field.
4. Enter an hours threshold for this policy.  Any employee assigned to this policy must first reach the number of hours specified here before the policy will go into effect.

5. If you would like to assign hours awarded by this minimum hours policy to a Premium Pay Code, select the desired code from the drop-down menu.
   Note: See Premium Pay for instructions on creating and using premium pay codes.

6. Select whether holiday an/or absence hours will count toward this minimum hours policy.

• Holiday Hours-- Put a check mark in this box if you would like hours that are automatically generated by the system on a holiday to count toward this minimum hours policy.
  Example: An employee is assigned to an overtime week minimum hours policy which states that she receives 40 hours a week, regardless of the number of hours worked.  On the week of  Thanksgiving the employee's time card contains 8 holiday hours and 30 hours worked.  With this option selected, the 8 holiday hours are taken into account and 2 additional hours are added to the employee's time card.  With this option de-selected, the holiday hours are ignored and 10 hours are added to the employee's time card.

• Absence Hours-- Put a check mark in this box if you would like any absence hours on the employee's time card to count toward this minimum hours policy.
  Example: An employee is assigned to an overtime week minimum hours policy which states that he receives 40 hours a week, regardless of the number of hours worked.  At the end of the week the employee's time card contains 30 hours worked, and 8 hours of paid time off (PTO).  With this option selected the PTO is taken into account, and 2 hours are added to the employee's time card.  With this option de-selected, the PTO is ignored and 10 hours are added to the employee's time card for the week.

7. Click on the [FINISH/SAVE] icon to save the minimum hours policy.

Pay Period Minimum Hours Policy

1. Select "Pay Period" from the drop-down menu labeled "Select the type of minimum hours policy."
2. Enter a name for this policy as you would like it to appear in the software.  This name can contain letters, numbers or a combination of both.
3. Enter the number of hours that employees assigned to this policy are to receive per pay period, regardless of the number of hours worked.
   Example: If you would like the employees assigned to this policy to receive 80 hours per pay period regardless of the number of hours punched at the time clock, "80" would be entered into this field.
4. Enter an hours threshold for this policy.  Any employee assigned to this policy must first reach the number of hours specified here before the policy will go into effect.

5. If you would like to assign hours awarded by this minimum hours policy to a Premium Pay Code, select the desired code from the drop-down menu.
   Note: See Premium Pay for instructions on creating and using premium pay codes.

6. Select whether holiday an/or absence hours will count toward this minimum hours policy.

• Holiday Hours-- Put a check mark in this box if you would like hours that are automatically generated by the system on a holiday to count toward this minimum hours policy.
  Example: An employee is assigned to a pay period minimum hours policy which states that she receives 80 hours per pay period, regardless of the number of hours worked.  On the pay period containing Thanksgiving the employee's time card contains 8 holiday hours and 70 hours worked.  With this option selected, the 8 holiday hours are taken into account and 2 additional hours are added to the employee's time card.  With this option de-selected, the holiday hours are ignored and 10 hours are added to the employee's time card.

• Absence Hours-- Put a check mark in this box if you would like any absence hours on the employee's time card to count toward this minimum hours policy.
  Example: An employee is assigned to a pay period minimum hours policy which states that he receives 80 hours per pay period, regardless of the number of hours worked.  At the end of the pay period the employee's time card contains 70 hours worked, and 8 hours of paid time off (PTO).  With this option selected the PTO is taken into account, and 2 hours are added to the employee's time card.  With this option de-selected, the PTO is ignored and 10 hours are added to the employee's time card for the pay period.

7. Click on the [FINISH/SAVE] icon to save the minimum hours policy.