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Time and Attendance Configuration

QServ provides extensive time and attendance setup options to allow users to configure QServ to match the needs of the organization.  Some of these setup options are discussed below.

Associate Pay Groups

An associate pay group is a subset of associates for which a specific set of overtime and benefit rules apply.

Any property included in the associate profile, plus additional computed values (like average hours worked) can be used to define a pay group.  An associate's membership in a pay group is determined by comparing an individual associate's profile with the group membership rules.

Pay groups make it easy to establish unique payroll rules for groups of associates. Instead of having an operator examine each associate's record to determine what payroll rules apply to an associate, QServ automatically determines what group the associate belongs to, and hence the payroll rules that apply. 

For example, a change in overtime policy for new hires may require the creation of additional pay groups in order to grandfather associates hired before the new overtime policy was put into effect. 

Hours Codes

The QServ hours calculation procedure converts actual time records (punches) and schedule time records into hours assigned to specific hours codes (e.g. REG for regular hours), organization unit, associate and date suitable for payroll export and for performance reporting.  Hours codes are also used when entering time off requests and entering hours adjustments.

Hours code properties include:

• pay rate multiplier (e.g., 1.50 for overtime) or pay rate add-on amount
• external hours code to be used when exporting hours for payroll processing
• whether hours assigned to the code should be included in the calculation of daily and/or weekly overtime
• whether hours assigned to the code should be included when calculating benefit hours used
• whether hours assigned to the code should be included when calculating benefit hours accrued

The QServ startup database includes a basic set of hours codes that can be modified and expanded to meet the needs of the organization. The external hours code can allow QServ to track hours at a more detailed level than the payroll system. For example, hours adjustments could be assigned to a training hours code in QServ and then be exported as regular hours for payroll processing.

Hours code edit rules can be defined for associate pay groups that limit the hours codes that can be applied to specific groups of associates .  Hours code edit rules can also be defined for user groups so that selected hours codes are not enabled for certain users.

Overtime and Premium Pay Rules

Overtime and premium pay rules allow computation of scheduled and actual payroll costs.   Multiple sets of overtime rules can be defined.  Each set of rules applies to a specific associate pay group and State/Area of the organization tree. 

A set of rules for a pay group defines all of the various overtime pay conditions that apply for the group.  For example, a pay group for hourly employees may include rules for 'Shift' overtime, 'Week' overtime and possibly 'Sunday' overtime or double-time.   

Overtime rules for a pay group are applied according to the rule priority.  For example, a double-time rule would normally be applied before a time-and-one-half rule, and the hours applied to double-time would not be considered when calculating hours for the time-and-one-half rule.

The QServ startup database includes a basic set of overtime and premium rules.  These rules, along with pay group definitions, should be reviewed for completeness and accuracy by an officer of the organization.

Meal and Break Rules

Meal and Break Rules indicate requirements for meal and relief periods both paid and unpaid and are organized by state, location and sub-unit within a location. 

Meal and break rules can be defined at any level of the organization tree.  For example, meal and break rules can be defined for a location and then within the location unique rules can be defined for specific scheduling areas (e.g., receiving or other non-selling activities). 

Rules can be specific to a day of the week, a time period within the day or a combination of these factors.   

Note that the QServ startup database includes a set of meal and break rules at the company level.  You can modify these rules but you cannot delete the rules for the company. 

Holiday Pay Rules

Holiday Pay Rules are composed of eligibility rules and rules to determine the hours to pay.  Each set of rules applies to a specific associate pay group and State/Area of the organization tree. 

Rules for calculating eligibility for holiday pay include:

• Has the associate worked the scheduled day preceding the holiday.
• Has the associate worked the scheduled day following the holiday.
• A minimum number of days worked in a user defined period preceding the holiday.
• A minimum number of hours worked in a user defined period preceding the holiday.
• A minimum value for the average hours worked per day in a user defined period preceding the holiday.
• A minimum value for the average hours worked per day on the same day of the week as the holiday in a user defined period preceding the holiday.

Rules for calculating the holiday hours to pay include:

• A minimum number of hours independent of prior work history.
• A value based on the average hours per day worked in a user defined period preceding the holiday, but not less than the specified minimum.
• A value based on the average hours worked per day in a user defined period preceding the holiday, but not less than the specified minimum.
• A value based on the average hours worked per day on the same day of the week as the holiday in a user defined period preceding the holiday, but not less than the specified minimum.

Employment Status Codes 

The QServ database includes an initial basic set of employment status codes: 

Additional employment status codes can be created to match the needs of your organization.  Status code properties include: available for scheduling; available for base schedule entry; and whether time clock entries are allowed.