Guarantee Rules

How to get to this page: Configuration tab > Rules > Pay Groups > Edit Pay Group > Guarantee Rules tab

Use Guarantee Rules to specify the guaranteed number of hours (by day and by week) that the pay group is entitled to receive. You can also use Guarantee Rules to configure special guaranteed hours for employees who are called in.

Creating a new guarantee rule

Click New Guarantee Rule. On the pop-up list, click to choose the type of guarantee rule you want to create and click OK. Each guarantee rule type has a General tab and an Applies To tab. Select the rule type below to see the General tab configuration for that rule, and view the Applies To section for information that applies to all rules.

Call In

The Call In/Call Back guarantee rule applies to days on which a punch set with a Call In/Call Back override code is assigned.

  1. Assign a unique identifier as the Rule ID and enter a Rule Description.
  2. If you want this guarantee rule to be available in the system, click to place a check mark next to Active (default).
  3. To select the Call In Type, click and choose one of the following options:
    • Call In – guarantee is applied to days the employee is not scheduled to work and that have a punch with a call-in override code.
    • Call Back - guarantee is applied to days the employee has a punch with a Call Back override code.
    • Call In Early - guarantee is applied to days the employee is scheduled, arrived before schedule start time, and has a Call In override code assigned to his/her In punch.
  4. Choose the type of Hours. Use the arrow keys to set a value for one of the following two options:
  5. To associate a Pay Type with this rule, click and choose from the list of available pay types.

Daily Guarantee

Guarantees a minimum number of hours per day. This setting is applied day by day, and requires at least one pay type to have the Credit Daily Guarantee option selected.

  1. Assign a unique identifier as the Rule ID and enter a Rule Description.
  2. If you want this guarantee rule to be available in the system, click to place a check mark next to Active (default).
  3. Specify the Min hrs worked for Guarantee to set a minimum threshold before this guarantee rule applies.
  4. To set the number of guaranteed hours per day, click the hyperlink next to Nbr of hrs Guaranteed, and in the pop-up dialog choose one of the following options:
    • Fixed Number of Hours – the number of hours you specify.
    • Scheduled Number of Hours – the number of scheduled hours.
    • Schedule/Fixed Number of Hours – the number of scheduled hours; if no scheduled hours exist the specified fixed number of hours.
    • Override Hours – the number of override hours.
    • Override/Fixed Hours – the number of override hours; if no override hours exist the specified fixed number of hours.
    • Override/Scheduled/Fixed Hours – the number of override hours; if no override hours exist the number of scheduled hours; if no override or scheduled hours exist the specified fixed number of hours.
  5. To associate a Pay Type with this rule, click and choose from the list of available pay types.
  6. To specify an Exception Code, click and choose from the list of available exception codes.

Weekly Guarantee

Provides the ability to specify a minimum or a maximum number of hours over a week. This setting is applied week by week, and requires at least one pay type to have the Credit Weekly Guarantee option selected. Configuration for this option matches the configuration for the daily guarantee, but adds the ability to set a weekly maximum. Follow the Daily Guarantee instructions to configure the Weekly Guarantee and, optionally, configure the Weekly Maximum using the following settings:

  1. Maximum Hours per week indicates the threshold for this guarantee. The weekly maximum guarantee rule is triggered when the calculated hours exceed the threshold value. The trigger hours are calculated by summing the hours from the Pay Type Reduction pay types and the Other Hours Summed pay types.
  2. The Pay Type Reduction configuration allows for the selection and sequencing of pay types. These pay types are used to calculate the total number of hours and, if the rule is triggered, these pay types that will receive the negative hour entries.
  3. The Other Hours Summed configuration allows for the selection of pay types to calculate the total hours worked. The hours from these pay types are combined with the Pay Type Reduction hours to determine if the rule is triggered. These hours will not be reduced by the rule.
  4. To specify an Exception Code, click and choose from the list of available Exception codes.
  5. To specify a Reason Code, click and choose from the list of available Reason codes.
  6. The text in the Comment field is associated with any transactions automatically created by this rule.

    Examples

    The following examples apply when the Pay Type Reduction field contains the following pay types in the sequence listed: Jury, MED, Sick, and the Other Hours Summed field contains: REG, Holiday.

    • Maximum is 40 hours per week. The employee reports 8 hours Holiday, 35 hours REG and 2 hours Sick. The employee is paid 8 hours Holiday and 35 hours REG; the time card shows 2 hours Sick plus -2 hours Sick (system generated reversal). Note: In this example the total hours paid (43) exceeds the maximum hours (40) since the system was configured to deduct only from Jury, MED and Sick time. To enthe maximum hours value as a hard cap, ensure that the Pay Type Reduction field contains all pay types.
    • Maximum is 30 hours per week. The employee reports 2 hours MED, 8 hours Sick and 26 hours REG. The employee is paid 4 hours Sick and 26 hours REG; the time card shows 8 hours Sick plus -4 hours Sick and 2 hours MED plus -2 hours MED  (all of the MED hours are reduced before the Sick hours are reduced).

Pay Period Guarantee

Guarantees a minimum number of hours per Pay Period. Configuration for this option is identical to the configuration for the Daily Guarantee rule, but is applied by pay period.

Exempt Auto-Load

If there is only one punch for the day, the employee is paid a specified number of hours. If there is a full punch set, the employee is paid for those hours; no additional hours are paid. All other exception codes related to an in punch are recorded (e.g. Late Arrival (LA), Early Arrival (EA), and Not Scheduled (NS)).

  1. Assign a unique identifier as the Rule ID and enter a Rule Description.
  2. If you want this guarantee rule to be available in the system, click to place a check mark next to Active (default).
  3. Establish your Exempt Auto-Load settings. Click to choose one of the following options:
    • Schedule - employees are paid the number of hours for which they are scheduled. 
    • Fixed Hours - employees are paid the fixed number of hours specified in the Hours field. Use the arrow keys to enter or change the number of hours.
    • Schedule hours from profile - employees are paid the number of hours specified in the Work Hours field on the employee profile.
    • Schedule/Schedule Hours/Fixed Hours - when calculating the number of hours the system looks first to the number of hours scheduled. If no hours are scheduled, it looks to the employee profile where, if no hours are specified in the Work Hours field, it uses the Fixed Hours specified in the Hours field. Use the arrow keys to enter or change the number of hours.
  4. To associate a Pay Type with this rule, click and choose from the list of available pay types.

On Call

Hours can be paid as either a percentage of scheduled hours or minimum hours for the guarantee rule of type “on call” in the pay group rules configuration.

  1. Assign a unique identifier as the Rule ID and enter a Rule Description.
  2. If you want this guarantee rule to be available in the system, click to place a check mark next to Active (default).
  3. Choose the type of Hours. Use the arrow keys to set a value for one of the following two options:
    • Percent Schedule - a percentage of the scheduled hours, as defined on the employee profile, that is guaranteed to the employee.
    • Minimum - the employee works the minimum hours.
  4. To associate a Pay Type with this rule, click and choose from the list of available pay types.
  5. To associate a Time Off Pay Type with this rule, click and choose from the list of available time off pay types.

Applies To Tab

This tab is the same for all guarantee rules and configures to whom the rule applies.

  1. Specify how the rules are to apply to shifts, days, and/or levels by selecting one or more of the following options:
    • All Shifts (default) - To specify shifts, click to remove the check mark and click Select Shifts to choose specific shifts from the list.
    • All Days (default) - To specify days, click to remove the check mark and click Select Days to choose specific days from the list.
    • All Levels (default) - To specify levels, click to remove the check mark and click Select Levels to choose specific levels from the list.
  2. Specify the Days Included with this rule. Click to select one of the following options:
    • Scheduled - Guarantee rule applies only to scheduled days.
    • Non-Scheduled - Guarantee rule applies only to non-scheduled days.
    • Both (default) - Guarantee rule applies to both scheduled and non-scheduled days.

Save your guarantee rule. When you are finished entering settings, choose one of the following ways to save the new guarantee rule:

Editing a guarantee rule

  1. Double click anywhere on a guarantee rule's display line to open the guarantee rule dialog. If the guarantee rule you want to edit does not appear on screen, you can locate it one of three ways:
  1. Make necessary changes to the guarantee rule. For information on the setup fields, see creating a new guarantee rule in the section above.
  2. Click Save to save the edited guarantee rule.

Click  Save and New to save your changes and enter a new guarantee rule.

Click Save and Close to save your changes and close the guarantee rule dialog.

Copying a guarantee rule

  1. Click Copy Rule. You can copy the rule to the currently selected pay group or to another pay group. Note that if you are copying to the same pay group, you must specify a new name for the rule.
  1. To select the rule you want to copy, click and choose from the list of available guarantee rules.
  2. Specify the Pay Group to copy to by clicking the and choosing from the list of available pay groups.
  3. Assign a New Rule ID by typing it into the New Rule ID text box.

Deleting a guarantee rule

  1. Click to highlight the display line of the guarantee rule you want to delete. To select multiple rules, hold the Ctrl key while you click. If a guarantee rule you want to delete does not appear on screen, you can locate it one of three ways:
  1. Click Delete Rule. Note that a rule cannot be deleted after it is attached to any records.