Flexi time messaging business rules

Ignore

no validation takes place, so messages do not display

can proceed and:

• save the flexi timesheet, or
• submit the flexi timesheet after entering a comment in the Comment box

Warning

the message displays with the prefix (Warning) in:

• black when the user enters a value in the field, or
• blue when the user saves or submits the flexi timesheet

can proceed and:

• save the flexi timesheet, or
• submit the flexi timesheet after entering a comment in the Comment box

Error

the message displays in red

cannot save or submit the flexi timesheet

1

Employee’s total hours for the settlement period drops below the threshold

• Retrieves the minimum threshold from the employee’s work pattern
• On the employee entering a line in the timesheet, identifies where the flexi balance is below the minimum threshold, and displays it in red in the reconciliation box

If an employee has multiple work patterns (with different thresholds) in a settlement period, the threshold is prorated. For example, if the minimum threshold in two weeks is -4, and for the final two weeks it’s -2, the minimum threshold for the period is -3.

When the employee saves the timesheet

Flexi Accrued: Your flexi balance of xx is below the threshold of yy.  Book leave or make up time before the settlement period ends.

When the manager views the timesheet for approval

Flexi Accrued: Employee’s flexi balance is below the threshold. The threshold is xx and the employee’s balance is yy.

2

Employee’s total hours for the settlement period is above the threshold

Retrieves the maximum thresholds from the employee’s work pattern

Sums up the flexi and banked figures

On the employee entering a line in the timesheet, identifies where hours are to be forfeited, and displays it in red in the reconciliation box

If an employee has multiple work patterns (with different thresholds) in a settlement period, the threshold is prorated.  For example, if the maximum threshold in two weeks is 52.5, and for the final two weeks it’s 26.25, the maximum threshold for the period is 39.375.

When the employee saves the flexi timesheet

Flexi Accrued: You are currently forfeiting xx flexi hours. Make sure you take some flexi leave before the settlement period ends.

3

An employee enters hours earlier than 7am*

*Note:  Time value is set in installation setting

Retrieves the installation setting value

On employee entering start time in the timesheet, identifies time is between midnight and installation setting value

When the employee enters the start time

Any hours worked before xx should be recorded in time and claims.

When the manager views the timesheet for approval

Start Time: On [date], the employee started work before xx. These hours should be recorded in time and claims unless the employee has a Change of Span of Hours Agreenement.

4

An employee enters hours after 6pm*

*Note:  Time value is set in installation setting

Retrieves the installation setting value

On employee entering end time in the timesheet, identifies time is between the installation setting value and midnight

When the employee enters the end time

Any hours worked after xx should be recorded in time and claims.

When the manager views the timesheet for approval

End Time: On [date], the employee finished work after xx. These hours should be recorded in time and claim  unless the employee has a Change of Span of Hours Agreement.

5

An employee works more than 10* hours in a day

*Note:  Hours value is set in installation setting

Retrieves the installation setting value

On employee entering end time in the timesheet, identifies total hours worked in the day (after subtracting any break hours) is more than installation setting value

When the employee enters the end time  

Any time worked over xx hours should be recorded in time and claims.

6

An employee needs a break after 5* hours

*Note:  Hours value is set in installation setting

Retrieves the installation setting value

On employee entering end time in the timesheet, identifies total hours worked is more than installation setting value

If break column is visible the hours are over 5 hours, the break column cannot be zero

When the employee enters the end time  

You have worked yy hours without a break. Take a break after working xx hours

7

An employee needs a break of 30* minutes

*Note:  Minutes value is set in installation setting

Retrieves the installation setting value

On employee finishing time entry for the day, identifies where the difference between the start time on one row and end time on the previous row is less than the installation setting value (if break hours column is visible, checks this column instead)

When the employee finishes entering time for the day

Your break time should be xx minutes or more. Your break time is yy minutes.

8

An employee is informed of their bank balance

On employee finishing time entry for the day, identifies where the employee has exceeded the maximum flexi balance and then works out the flexi banked balance

EHR holds the maximum banked hours0 and the maximum flexi balance on the employee’s work pattern

If an employee has multiple work patterns (with different thresholds) in a settlement period, the threshold is prorated. For example, if the maximum banked hours in two weeks is 37.5, and for the final two weeks it’s 18.75, the maximum banked hours for the period is 28.125.  The same logic applies for the maximum flexi balance.

When the employee finishes entering time for the day

You have yy hours left to bank into flexi banked hours.

9

An employee works on the weekend or a public holiday

On an employee entering a start time, determines if it’s either for a Saturday, Sunday, or public holiday

When the employee enters the start time  

Any time worked on a weekend or public holiday should be recorded in time and claims.