October 23rd 2024, Release Note: WFM UK | Scheduling: New Report - 'Hours Worked and Paid Breaks' – Fourth & HotSchedules Customer Success Portal

Summary

New Report - 'Hours Worked and Paid Breaks'

This report provides detailed information about employee shifts and breaks (paid and unpaid)

Release date: October 23rd 2024

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

What’s Changing?

Introduction of a new 'Employee Hours Worked Export' report type, which displays detailed information about employee shifts and breaks. It includes columns such as shift start and end times, total shift length, and the duration of paid and unpaid breaks. The report is exportable as a CSV file and filterable by date range (up to 84 days) and location.

Reason for the Change

This update enables payroll managers to analyse shift and break patterns more effectively, ensuring more accurate reporting of hours worked. It also simplifies the calculation of overtime by including paid break times.

Customers Affected

All HR & Payroll-integrated Scheduling customers who have the Include Paid Breaks in Hours Worked setting enabled.

Release Notes

Access to the export is controlled by a user-level permission.

User Level Permission

A User-Level Permission called “View Employee Hours Worked Export” is required for users to be able to view the export.

Go to Settings > User Configuration > User Levels
Select Edit against the relevant User Level
In the 'Reports' section, tick the box against View Employee Hours Worked Export and then Save

Fig.1 - User-level permission

Running the Export

Go to Reporting > Employee Hours Worked Export

Fig.2- Reporting > Employee Hours Worked Export

For the Type, select HoursWorkedAndPaidBreaks
Select All or a specific Location that the user has access to
Select a date range - the export is restricted to 84 days
Then select OK

Fig.3 - Generating the export

This will schedule the export to be generated. The exports work on a scheduler and every 1 minute any newly created exports are generated. This is to preserve performance and generate the files offline.

The export will be downloaded as a CSV file and its columns are shown below.

Location name	Location name
Department name	Department name
Employee first name	The employee's first name
Employee Last name	The employee's surname
Employee Personnel number	The employee's payroll number
Shift start time	The start time of the employee’s shift, in the format `YYYY-MM-DDTHH:MM:SS.XXXZ`
Shift end time	The end time of the employee’s shift, in the same format as the shift start time
Shift date	The date of the shift
Shift length	The total duration of the shift in hours (with paid breaks included)
Break Paid Total	The total paid break time in hours for the period
Break Unpaid Total	The total unpaid break time in hours for the period
Break 1 Duration Minutes	The duration of the first break
Break 2 Duration Minutes	The duration of the second break, in minutes (if applicable)
Is Break 1 Paid	A boolean value indicating whether the first break was paid (`yes` or `no`)
Is Break 2 Paid	A boolean value indicating whether the second break was paid (`yes` or `no`)