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Enabling Rounding settings for Punch Clock

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With Rounding settings for Punch Clock, you can set up rules for how Planday will suggest hours to include with payroll. Rounding settings can be based on both scheduled hours, and the hours employees have clocked using Punch Clock. 

Creating Rounding settings will help you save time when approving time sheets, and can potentially also save you money. You can set it up according to the practice you have for approving time sheets in your business. 

In this article we'll explain the different options you have for Rounding settings, and how to set them up to fit the needs of your business.

We'll also go through an example of a setup that is popular with many of our customers. 

Note: Rounding settings only work with Planday's Punch Clock. For more information, please see our article on setting up Punch Clock

The basics of Rounding settings | Scheduled hours, clocked hours, and hours for payroll | Default settings | Advanced settings | Leave comments when clocking in and out | Flagging differences between scheduled hours and worked hours | Example of setup

The basics of Rounding settings

Navigation: Settings > Punch Clock > Advanced

Rounding settings are used to make approval of time sheets faster and more accurate. It is especially useful for cases where the scheduled hours aren't necessarily what will be approved for payroll. We often see the clocked hours having an impact on what's included in payroll.

To account for local variations from business to business, there are a multitude of settings you can use to customize Rounding settings to fit your needs. 

Say you pay for scheduled hours if employees clock in or out within 10 minutes of what they're scheduled for, you can set up the Rounding settings to reflect that. 

You can also combine multiple Rounding settings to create a more robust set of suggestions. 

Scheduled hours, clocked hours, and hours for payroll

Navigation: Schedule > Punch Clock

When approving hours from Schedule > Punch Clock, you see three different start and end times: 

  • Shift time: The start and end time as scheduled
  • Punch time: The times the employee clocked in and out
  • Start and end time: The suggested start and end times to include for payroll, taking Rounding settings into account

It is the times from the Start and End fields that'll be included in payroll reports after they are approved. These are also the fields affected by Rounding settings, and the only fields you edit before approval.

Punch_Clock.png

Default settings

Navigation: Settings > Punch Clock > Advanced

By default, Planday will show the employees' punched times both for the start and end time. If your employees usually gets paid based on their scheduled hours, you can change the default settings to No rounding, show shift time.

You can do this for both the Start and the End time, followed by clicking the Save button. 

There's also an option for rounding up or down for both Start and End times. These are useful if you always round times up or down to the nearest 5, 10, 15, 30, or 60 minutes. 

The basic settings are split for Start and End times, but to build a more robust set of rules you can create rules under Advanced settings further down on the page.

Advanced settings

Navigation: Settings > Punch Clock > Advanced

If you create rules under Advanced settings, Planday will fall back to your basic settings if none of the advanced rules applies. This makes it possible to set up a comprehensive system, where Planday suggests hours for payroll based on your specifications. 

The advanced rules can be combined with filtering on other variables, such as Departments and Employee groups, as well as being set to apply for a set number of minutes starting from scheduled times.

Click create, and after you give the rule a name you can choose between the following rule types:

  • Punched in: Clock-ins, with no regard to scheduled times 
  • Punched out: Clock-outs, with no regard to scheduled times
  • Punched in early: Clock-ins, registered before scheduled start time
  • Punched in late: Clock-ins, registered after scheduled start time
  • Punched out early: Clock-outs, registered before scheduled end time
  • Punched out late: Clock-outs, registered after scheduled end time

Next, you choose what you want to happen with times affected by the rule:

  • No rounding: Shows the time the employee clocked in our out
  • Round down: Rounds down to nearest 5, 10, 15, 30, or 60 minutes
  • Round up: Rounds up to nearest 5, 10, 15, 30, or 60 minutes
  • Round to nearest: Rounds up or down to the nearest 5, 10, 15, 30, or 60 minutes
  • No rounding, show shift time: Shows the original scheduled time
  • No rounding, show punch time: Shows the actual time the employee clocked out

If you have chosen one of the options for rounding up, down, or to the nearest, you set the number of minutes before moving on to Targets and types.

Depending on the setup of your Planday account, you can choose between the following:

  • Departments: Apply the rule to specific Departments only
  • Employee groups: Apply the rule only to specific Employee groups
  • Employee types: Apply the rule only to specific Employee types

You can combine the options under Targets and types to create precisely the rule structure you need. 

Note: Employee types will only show as an option if you have created any from Settings > People > General. 

Leave comments when clocking in and out

When employees clock in and out they can leave a comment. The manager can see the comment when they approve paid hours from Schedule > Punch Clock. We recommend managers encourage their employees to leave comments when arriving early or late, as well as when clocking out before or after the shift ends. 

The combination of Rounding settings comments will make it faster to approve hours for payroll. In addition, managers can save themselves from following up on employees in cases where they clock in or out early or late. 

Flagging differences between scheduled hours and worked hours

When you approve hours from Schedule > Punch Clock, any differences between shift times and the suggested Start and End times — after taking Rounding settings into account — will raise a yellow flag. 

Punch_Clock_flags.png

In the screenshot above there are four Punch Clock entries:

  • Jerry Barboza: His Shift time and Punch time are identical, so no flags for neither Start nor End time
  • Simon James: Start time is affected by a Rounding setting saying that when clocking in before the start of the shift, the shift start time should apply. Hence, no flag. 
  • James Murphy: Clocked in and out late, and since no Rounding setting applies, the clocked times are suggested for Start and End time. Both Start and End time flagged. 
  • Kandra Ruder: Same rule applies as for Simon James, so the Shift time is used for Start time. Hence, no flag. 

The times in the Start and End fields can be changed before approving hours for payroll.

Example of setup

Navigation: Settings > Punch Clock > Advanced

Here, we'll show you an example of a setup that is popular with many of our customers. The basic idea is that when employees clock in our out within a few minutes of their scheduled times, Planday will suggest the scheduled time for payroll. When the difference between scheduled time and clocked time exceeds a set number of minutes, Planday will suggested clocked time for payroll. 

The manager can always edit what times to include for payroll.

The scenario:

  • When employees clock in or out within 5 minutes before or after the scheduled time, Planday will suggest the scheduled time. No flags
  • When employees clock in or out outside of 5 minutes before or after the scheduled time, Planday will suggest the clocked time. Start and End time will be flagged

The setup:

Go to Settings > Punch Clock > Advanced. Check that the dropdowns for Start and End are set to No rounding, show punch time. These are the fallback settings for cases outside the rules you set up under Advanced settings. 

Next, click the Create button under Advanced settings.

The first rule is for when the employees clock in before their shift starts:

Punched_in_early.png

  • Give the rule a name
  • Select Punched in early
  • Set Rounding method to No rounding, show shift time
  • Max deviation duration decides for how many minutes before a shifts start the Punch Clock entry will be rounded up to the scheduled start time. In this case, 5 minutes.
  • Scroll down to make changes to Targets and types if needed
  • Click Save

The next rule is for when the employees clock in after their shift starts:

  • Click Create and give the rule a name
  • Select Punched in late
  • Set Rounding method to No rounding, show shift time
  • Max deviation duration decides for how many minutes after a shift's start time the Punch Clock entry will be rounded down to the scheduled start time. In this case, 5 minutes.
  • Scroll down to make changes to Targets and types if needed
  • Click Save

The third rule is for when employees clock out before their shift ends:

  • Click Create and give the rule a name
  • Select Punched our early
  • Set Rounding method to No rounding, show shift time
  • Max deviation duration decides for how many minutes before a shift starts the Punch Clock entry will be rounded up to the scheduled end time. In this case, 5 minutes.
  • Scroll down to make changes to Targets and types if needed
  • Click Save

Lastly, a rule for when employees clock out after their shift ends:

  • Click Create and give the rule a name
  • Select Punched out late
  • Set Rounding method to No rounding, show shift time
  • Max deviation duration decides for how many minutes after a shift ends the Punch Clock entry will be rounded down to the scheduled end time. In this case, 5 minutes.
  • Scroll down to make changes to Targets and types if needed
  • Click Save

Changing the number of minutes a rule is applied is an efficient way of making further customizations. Say employees are usually paid from the start time of their shift, then it makes sense to increase the number of minutes under Max deviation duration for when employees clock in early.

 

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