Factors Affecting Calculation of Flextime in Time and Attendance

This document explains the various values that determine when and how flextime is calculated for employees.

Outcome

You have learned how flex schedules are connected to an employee's calendar.

You have also learned about the values that directly affect the calculation of flextime. These values and an employee's clocked times determine when and how flextime is calculated for individual employees. Examples of such values are:

  • If an employee has flex rights.
  • Between which times an employee has flex rights.

This information should help you working with flextime.

Before you start

Purpose

The purpose of flex is to provide employees with flexible workdays. Employees that have flex rights can, to a certain degree, determine the beginning and end of his/her workday as well as the workday's length. This means that employees can choose to work longer than his/her schedule time one day and compensate for it by working a shorter amount of time another day.

When

The basic prerequisites for calculating flextime are met if an employee:

  • Has continual flex rights, that is, the 'Calculating method – flextime' field contains value 2 in 'Person. Open' (CRS530/F). This means that the employee has flex rights anytime during the morning and evening. Flex rights are not valid during lunch breaks if the employee takes a shorter lunch break than the time specified in the 'Lunch flex minimum' field for him/her in 'Flex Schedule. Open' (CRS525/E).
  • Has flex rights according to a flex schedule, that is, value 1 has been specified in the 'Calculation method – flextime' field in (CRS530/F) and the employee has a valid flex schedule for the current day. This means that the employee has flex rights for the time frame defined in the flex schedule. The employee's lunch break must be as long as or longer than the value specified in the 'Lunch flex minimum' field (CRS525/E) for the employee to have lunch flex rights.

Flex Schedule

  1. The Purpose of Flex Schedules

    Flex schedules are used to indicate between which times an employee can clock in/out and have flex rights. Each flex schedule consists of time periods for morning, lunch and evening flex.

  2. How Flex Schedules are Connected to Employees

    Each of an employee's calendar days consists of a work hour definition, etc. Examples of work hour definitions are whole workdays and holidays. Flex schedules can be connected to work hour definitions in 'Work Hour Definition. Open' (CRS505).

  3. How to Check that Employees Have Flex Schedules for Particular Workdays

    You can check flex schedules in 'Flex Schedule. Open' (CRS525). If you want to see that a flex schedule has been connected to a work hour definition for a particular employee on a particular day, you can:

    • Enter the employee and day in question in 'Clock In/Out Transaction. Display Schedule Day' (TMS310). Whether the employee has a valid flex schedule is displayed at the bottom of the E panel. If value 0 has been specified for the employee in the 'Calculation method – flextime' field in (CRS530/F) and the employee thus does not have flex rights, a flex schedule will still be displayed in (TMS310) if a flex schedule has been connected to the current work hour definition.
    • First find the current work hour definition in 'Employee. Connect Calendar' (CRS510) after which you can see whether a flex schedule has been connected to the current work hour definition in (CRS505). If this is the case, you can review the flex schedule in (CRS525).

Values Affecting Flextime Calculation

The following table explains the fields that directly affect the calculation of flextime for an employee.

Program ID/Panel Field The field indicates …

General values that are valid for the entire company:

(TMS950/E) Flex and overtime combinations

… how flextime and overtime are to be processed in relation to each other.

You can, for example, enter that employees can have rights to both negative flextime and overtime during one and the same day or that overtime is only to be calculated if the employee's normal work hours are met.

The value entered in this field is overruled by the value that has been specified in the 'Calculation method – flextime' field (CRS530/F) for each employee.

For more information on this field, see Specify Calculation Methods and Methods for Displaying Times in Time and Attendance.

Values that are valid for individual employees:

For more information on these fields, see Define Employee Information in Time and Attendance.

(CRS530/F) Calculation method – flextime

… when flextime is to be calculated for an employee.

You can, for example, enter whether the employee is to have flex rights or whether flextime is to be calculated in accordance with the employee's flex schedule.

(CRS530/F) Time type for flextime … the time type from which flextime is to be calculated.

Values that are valid for the current flex schedule:

For more information on these fields, see Define Flex Schedule for Time and Attendance.

(CRS525/E) Morning flex start/end … the times from and to which morning flex is permitted.
(CRS525/E) Lunch flex start/end … the times from and to which lunch flex is permitted.
(CRS525/E) Evening flex start/end … the times from and to which evening flex is permitted.
(CRS525/E) Lunch flex minimum

… the least number of minutes that the employee must take for lunch.

If an employee has clocked lunch flex but taken fewer minutes than entered as the minimum, the calculation is adjusted so that the lunch break is as long as the least number of minutes. The number of minutes added to the lunch break is deducted from the flextime.

Values that are valid for the current time type:

(TMS100/E) Overrule flex

… whether absence time is to be calculated when employees clock in or out using an absence type during allowable flextime (according to the current flex schedule).

This does not apply for lunch flex.

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