CS Time/TNA Documents

username password

Configuring Running Totals

    The steps that are to be followed when using Running Totals (Flexi Time or Time in Lieu) are as follows:

    1. Activate Running Totals
    2. Define the new Running Total Shift Categories.
    3. Setup the required Shift to use the Running Total Categories.
    4. Add a Time in Lieu or Flexi Time leave type

     

    CONTENT

    Activating Running Totals

    To activate Running Totals in TNA, proceed as follows:

    1. Open the Configuration Module, click on Setup and click on Features. The Turn Features On and Off window will open.
    2. Select the Standard tab and tick Running Totals.

      FeaturesRunTot.jpg
       
    3. To update the running totals using overtime balancing, tick Via Balancing.
    4. Click on Ok to save your changes.

    Creating Shift Categories for Running Totals

    Define the Total Shift Category

    The Total Shift Category is the category where the total hours are held and is the category to which hours are added or taken away and is also the category that is used when calculating payrolls. To create the Total Shift Category, proceed as follows:

    1. At the Browse Shift Categories window, select the Add button. The Update Time Category window will be displayed.
    2. Select the General settings option and in the Code box type in the numerical code that will be used to identify the particular Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    3. In the Description box type in a description of the Shift Category (i.e. TIL).

      AddTILCat.jpg
       
    4. Define the rest of the Shift Category.
    5. Select the Running Totals settings option.

      SetupRunningTotal.jpg
       
    6. Select the category type to be Total.
    7. Select how the Total hours are to be used. Can be used for calculating employee Daily Hours or Payroll Hours.
    8. If Daily Hours is used, select how the Total is to be reset.
      1.  Payroll Period. The Total hours that are carried over are first manipulated by a script that has been defined when setting up the Payroll Shift (using the Options setting option from the Browse Payroll Shifts window).
      2.  Zero. The hours in the Total Shift Category are set to zero.
      3. Don’t Reset. The hours in the Total Shift Category remain and are carried over into the next period.
    9. Click on the Ok button to save the new Total Shift Category (FlexiTime) and it will now be listed in the Browse Shift Categories window.

    Define the Add Shift Category

    The Add Shift Category is the category where the excess hours are held and is the category to which hours are added or taken away and is also the category that is used when calculating payrolls. To create the Total Shift Category, proceed as follows:

    1. At the Browse Shift Categories window, select the Add button. The Update Time Category window will be displayed.
    2. Select the General option and in the Code box type in the numerical code that will be used to identify the particular Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    3. In the Description box type in a description of the Shift Category (i.e.TIL+).

      Add2TilCat1.jpg
       
    4. Define the rest of the Shift Category as previously described.
    5. Select the Running Totals settings option.

      Add2TilCat2.jpg
       
    6. Select the category type to be Add.
    7. Use the Add and Subtract Categories select box and select the Total Running Totals file (TIL).
    8. Click on the Ok button to save the new Shift Category (TIL+) and it will now be listed in the Browse Shift Categories window.

    Define the Subtract Shift Category

    The Subtract Shift Category is the category where the total hours are held and is the category to which hours are added or taken away and is also the category that is used when calculating payrolls.

    This category is optional and should be used if there are automatic procedures that will update the TIL- category like, for example, a Time in Lieu leave type or overtime balancing as discussed later in this document.

    To create the Total Shift Category, proceed as follows:

    1. At the Browse Shift Categories window, select the Add button. The Update Time Category window will be displayed.
    2. Select the General settings option and in the Code box type in the numerical code that will be used to identify the particular Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    3. In the Description box type in a description of the Shift Category (i.e. TIL-).

      SubFromTilCat1.jpg
       
    4. Define the rest of the Shift Category as previously described.
    5. Select the Running Totals settings option.

      SubFromTilCat2.jpg
       
    6. Select the category type to be Subtract.
    7. Use the Add and Subtract Categories select box and select the Total Running Totals file (TIL).
    8. Click on the Ok button to save the new Shift Category (TIL -) and it will now be listed in the Browse Shift Categories window.

    Now that the Running Totals shift categories are set up (and unless the system is completely manual) you will need to add some Shift or Payroll processing rules to get time into the Add and Subtract categories. This can be done using Daily or Payroll Shift Categories Balancing option or by using a Script.

    Set Up a Shift for Running Totals

    In the following examples, Running Totals are to be implemented on a daily basis.

    Using Shift Balancing

    To use the Shift Balancing option to perform Running Totals, proceed as follows:

    1. In the Configuration module, select the Daily Shifts option from the toolbar and the Browse Daily Shifts window will be displayed.
    2. Select and highlight the required Shift that is to use Running Totals and then select the Balancing settings option.
    3. Click the Add button to add a new balancing rule.
    4. Double-click on the category in the Category column and use the dropdown list and select the Total Shift Category that was created (TIL).
    5. Set the minimum time (Min column) for the minimum time to be worked (7:30). Double-click on the Get From category and select the Subtract Shift Category (TIL-) from the dropdown list. Now if the employee works less than this Min time then hours will be added by subtracting time from the flexi time category to make up the difference.
    6. Set the Max time for the maximum hours (7:30) and select the Add Shift Category (TIL+) in the Send to category column. Now if the employee works more than the defined Max hours, the additional hours will be sent to the flexi time category.

      BalancingTil.jpg
       
    7. Once the fields have been defined, select Save to save the settings and then click on Close.


    Now when Daily Shift calculations are performed the Balancing for Running Totals (Flexi Time) calculations and adjustments will also be executed.

    Using Time Slots

    If you are not going to use balancing to adjust your running totals, you can setup your daily shift time slots to add time worked during a slot to your Add category.

    1. In the Configuration module, select the Daily Shifts option from the toolbar and the Browse Daily Shifts window will be displayed.
    2. Select and highlight the required Shift that is to use Running Totals and then select the Time Slots settings option.
    3. Double-click on the category you want to change in the Category column and use the dropdown list and select the Add Category that was created (TIL+).

      AddTil2Slots.jpg
       
    4. Once you have updated the slots, select Save to save the settings. Click on Close to exit.

    In the above example, any time that the employee work between 0:00 - 8:00 and between 17:00 - 24:00 will be allocated to the TIL+ category which will add the value to the total category (TIL).

    Time in Lieu Leave Type

    You can also configure a leave type that can be used to deduct from your running total.

    As an example, a leave type called Time in Lieu has been created.  To setup this leave type to subtract from the running total, proceed as follows:

    1. In the Configuration module, select the Daily Shifts option from the toolbar and the Browse Daily Shifts window will be displayed.
    2. Select and highlight the required Shift that is to use Running Totals and then select the Holiday settings option.
    3. Click on the Add button to add a leave type to the list.
    4. Double-click on the All Others leave type and select the Time in Lieu leave type.
    5. Enter the number of hours that must be deducted from the running total in the Subtract category (TIL-).  Also add the hours in the Normal category if the hours have to be added to the payroll total.

      TILLeaveHrs.jpg
       
    6. Select Save to save the settings and click on Close to exit.



    Permalink:  http://tinyurl.com/lopp2dm

    Page last modified 13:34, 31 Jan 2012 by Careen CS Time/TNA Documents > User Module > Running Totals / Flexi Time / Time in Lieu > Configuring Running Totals

    Comments0

    You must login to post a comment.
    Attach file

    Files10

    Powered by MindTouch Core