August 22nd 2024, Release Note: WFM UK | HR UK: Paid Breaks Included in Actual Hours for Overtime Calculations, Enhancement to FTE Conversion for Holiday Calculations, Onboarding Status Page

Summary

Paid Breaks Included in Actual Hours for Overtime Calculations	Enhancement to FTE Conversion for Holiday Calculations	Onboarding Status Page
The ability to include paid breaks in the total 'Actual' hours in the calculation of overtime and lieu hours	The holiday calculation has been enhanced for where an employee's FTE is updated part-way through a holiday year	A new page available in the HR Module to allow the tracking of Onboarding applications being completed by their candidates.

Release date: August 22nd 2024

 

Paid Breaks Included in Actual Hours for Overtime Calculations

• Enabled by default? - No
• Set up by customer admin? - Yes
• Enable via support ticket? - No
• Affects configuration or data? - Yes

What's Changing?

Subject to a Global Setting being enabled, the overtime and lieu hours calculation can now include paid breaks as part of the 'Total Worked' hours. 

Reason for the Change

Allows flexibility in deciding whether paid breaks are included as part of worked hours for overtime and lieu hours calculations. 

Customers Affected

All customers using the HR & Rota modules. 

Release Note Info

Important: The inclusion of paid breaks in the total actual hours is for the overtime and lieu hours calculations only. Other calculations and functions are not impacted by this change, such as any of the holiday calculations. 

A new Global setting has been added. 

• Go to Rotas > Administration > Global Settings > Edit Rota Settings
• Tick the box against Include Paid Breaks into Worked Hours for Overtime Calculations
• Then Save

Fig.1 - New Global Setting

 

Overtime Calculation

Once the new Global Setting is enabled, any paid break values will be included in the total 'Actual Hours'. Using the 'Additional Payments' screen shown when submitting a schedule/rota. This can be seen by comparing the screen with the new setting on and off.

ON:

• The employee has a total of 5 shifts of 6.5 hours each, as well as two 15-minute paid breaks each shift
• With the setting on, actual hours is 32.5 hours + 2.5 hours of paid breaks, totalling 35 hours
• The employee's contracted hours is 20, meaning 15 hours of overtime is calculated
• A message will be displayed to the user informing them of the inclusion of Paid Breaks in Actual Hours (see Fig.2)

Fig.2 - Overtime calculation, new setting ON

 

OFF: 

• The employee has a total of 5 shifts of 6.5 hours each, as well as two 15-minute paid breaks each shift
• With the setting off, actual hours totals 32.5 hours with the 2.5 hours of paid breaks not being included in the total actual hours
• The employee's contracted hours is 20, meaning 12.5 hours of overtime is calculated
• There will be no message informing the user of the inclusion of Paid Breaks in Actual Hours (see Fig.3)

Fig.3 - Overtime calculation, new setting OFF

 

Lieu Hours Calculation

If instead of Overtime, the portal is using the Lieu Hours functionality then once the new Global Setting is enabled, any paid break values will now be included in the total actual hours. Using the additional payments screen shown when submitting a schedule/rota, this can be seen by comparing the screen with the new setting on and off:

ON:

• The employee has a total of 5 shifts of 6.5 hours each, as well as two 15-minute paid breaks each shift
• With the setting on, actual hours is 32.5 hours + 2.5 hours of paid breaks, totalling 35 hours
• The employee's contracted hours is 20, meaning 15 hours of lieu hours is calculated
• A message will be displayed to the user informing them of the inclusion of Paid Breaks in Actual Hours (Fig.4)

Fig.4 - Lieu hours calculation, new setting ON

OFF: 

• The employee has a total of 5 shifts of 6.5 hours each, as well as two 15-minute paid breaks each shift
• With the setting off, actual hours totals 32.5 hours with the 2.5 hours of paid breaks not being included in the total actual hours
• The employee's contracted hours is 20, meaning 12.5 hours of Lieu Hours is calculated
• There will be no message informing the user of the inclusion of Paid Breaks in Actual Hours (Fig.5)

Fig.5 - Lieu hours calculation, new setting OFF

Additional Resources

• June 28th 2023, Release Note: WFM UK | Scheduling: Paid Breaks
• WFM UK: HR: Setting Up Overtime Functionality
  
• Release Notes WFM: Use Overtime Functionality in Labour Productivity Module
  
• July 6th 2023, Release Note: WFM UK | Scheduling: Lieu Hours/Days
  

 

Enhancement to FTE Conversion for Holiday Calculations

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - Yes

What's Changing?

The holiday calculation has been enhanced to consider all of an employee's Full Time Equivalent (FTE) during a holiday year, which allows the holiday allowance to be calculated according to any changes made.

Reason for the Change

This enhancement addresses the need for accurate holiday calculations by reflecting employees' actual working patterns over the year, considering the different FTE values throughout a holiday year.

Customers Affected

All customers using the HR module.

Release Note Info

This change can be detailed by following these examples:

 

Holidays in Days - Override FTE

• Holiday Year: 01/01/2024 to 31/12/2024
• Employee Start Date:  23/09/2021
• FTE Change Effective Date: 03/06/2024
• FTE Change Method: Override FTE via Employment Details

	Old FTE	New FTE
Days	3	5
Shifts	3	5
Hours	24	40

 

	Old FTE	New FTE
Days in Holiday Year	366
No. of Days on FTE Config	154	212
Percentage on FTE Config (%)	42.0765027322404%	57.9234972677596%
FTE Fraction	0.6	1.0
Holidays Allowance in Job Title (Days)	28	28
Calculated Holiday Allowance (Days)	7.06885245901639	16.2185792349727
Total Holiday Allowance	23.5 (Rounded Up)

 

Holidays in Days - Job Title Change

• Holiday Year: 01/01/2024 to 31/12/2024
• Employee Start Date:  23/09/2021
• FTE Change Effective Date: 03/06/2024
• FTE Change Method: Change of employee Job Title, which has a new FTE configuration

	Old FTE	New FTE
Days	3	5
Shifts	3	5
Hours	24	40

 

	Old FTE	New FTE
Days in Holiday Year	366
No. of Days on FTE Config	154	212
Percentage on FTE Config (%)	42.0765027322404%	57.9234972677596%
FTE Fraction	1.0	1.0
Holidays Allowance in Job Title (Days)	17	28
Calculated Holiday Allowance (Days)	7.15300546448087	16.2185792349727
Total Holiday Allowance	23.5 (Rounded Up)

 

Holidays in Hours - Override FTE

• Holiday Year: 01/01/2024 to 31/12/2024
• Employee Start Date:  23/09/2021
• FTE Change Effective Date: 03/06/2024
• FTE Change Method: Override FTE via Employment Details

	Old FTE	New FTE
Days	3	5
Shifts	3	5
Hours	24	40

 

	Old FTE	New FTE
Days in Holiday Year	366
No. of Days on FTE Config	154	212
Percentage on FTE Config (%)	42.0765027322404%	57.9234972677596%
FTE Fraction	0.6	1.0
Holidays Allowance in Job Title (Days)	28	28
Calculated Holiday Allowance (Days)	7.06885245901639	16.2185792349727
Hours Per Day	8	8
Calculated Holiday Allowance (Hours)	56.5508196721311	129.748633879782
Total Holiday Allowance	187 (Rounded Up)

 

Holidays in Hours - Job Title Change

• Holiday Year: 01/01/2024 to 31/12/2024
• Employee Start Date:  23/09/2021
• FTE Change Effective Date: 03/06/2024
• FTE Change Method: Change of employee Job Title, which has a new FTE configuration

	Old FTE	New FTE
Days	3	5
Shifts	3	5
Hours	24	40

 

	Old FTE	New FTE
Days in Holiday Year	366
No. of Days on FTE Config	154	212
Percentage on FTE Config (%)	42.0765027322404%	57.9234972677596%
FTE Fraction	1.0	1.0
Holidays Allowance in Job Title (Days)	17	28
Calculated Holiday Allowance (Days)	7.15300546448087	16.2185792349727
Hours Per Day	8	8
Calculated Holiday Allowance (Hours)	57.224043715847	129.748633879782
Total Holiday Allowance	187 (Rounded Up)

 

Please Note: If the employee's start date is after a holiday year start date, then after calculating the Total Holiday Allowance, calculate the pro rata holiday allowance (also detailed in this article):

(number of days between employee start date and end of holiday year ÷ number of days in holiday year)
x
allowance for the full holiday year (as above)

 

Additional Resources

• WFM UK: Holidays: Allowance Calculations for Full and Part-Time Employees

 

Onboarding Status View

• Enabled by default? - No
• Set up by customer admin? - No
• Enable via support ticket? - Yes, or by contacting your Fourth Contact
• Affects configuration or data? - No

What's Changing?

A Status page has been added to the HR module under a new menu option called Onboarding.  

Reason for the Change

To allow users with access to track and monitor the progress made by candidates progressing through the Onboarding application.

Customers Affected

All customers using the HR module and Onboarding application.

Release Note Info/Steps

To be able to view the new page, users will need the required access. 

• Go to HR > Users > Assign User Access > find and select the User > User Profile
• Under the 'Administration' section, enable View Onboarding Status

Fig.6 - 'View Onboarding Status' User Access Permission

• Be sure to click Next at the bottom of the page to save the access setting.

Once the user has access, the new page can be found by going to:

• HR > Onboarding > Status

This page will show the current status of any candidate in the process of completing their onboarding via the application. The statuses available to show in the page are:

• Not Started - the candidate has not yet started their Onboarding 
• In Progress - the candidate has begun their Onboarding, but has not yet finished

Fig.7 - Onboarding Status View Page

• To sort data by alphabetical order, select the column name header (see Fig.36)
• Select it again to change the order, and again to revert to the original order

Fig.8 - Data Ordering in Column

• Filters can also be used to refine the data in the table. For example, typing 'In Progress' in the Status column will refine the results to any Status containing the word 'In Progress' (as shown in Fig.37)

Fig.9 - Data Filtering in Column

• The filter button provides further options to filter by

Fig.10 - Data Filtering in Column (Additional Refinement Options)