March 13th 2025, Release Note: WFM UK | Rotas: New Global Setting for 'Base Cross Charge on Worked Hours'

Summary

Release date: March 13th 2025

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

What's Changing?

The Rota module has a new Global Setting to enable recent enhancement to Wage Cost calculations for salaried employees, whereby amounts related to worked hours are accurately associated with the correct Location the work took place, by the hour. For hourly employees, there is no change, as this previously correctly associated worked hours in the correct place.

Aside from the new Global Setting and cost values associated to a Location, there are no functionality changes or UI changes with how the Wage Cost and connected functionality operates.

Reason for the Change

Following feedback from our customers, the requirement for enhanced accuracy on the wage cost functionality for Salaried Employees was identified.

Customers Affected

All customers using the Rota module who make use of the Wage Cost functionality.

Release Note Info/Steps

To enable the new global setting, go to:

• Rota Module > Administration > Global Settings > Edit Rota Settings
• Ensure that Cross Charge Multiple Employment is enabled (this is an existing setting)
• Then select Base Cross Charge on Worked Hours to enable
• Select Save

Fig.1 - New 'Base Cross Charge on Worked Hours' Global Setting

Before 'Base Cross Charge on Worked Hours' is Enabled

Where an employee has: 

• Annual Salary: £75,000
• Multiple Employment Salary: £75,000
• Working Week:
  • Monday: 8 Hours at Main Location
  • Tuesday: 8 Hours at Main Location
  • Wednesday: 5 Hours at Main Location & 3 Hours at Multiple Employment Location
  • Thursday: 8 Hours at Multiple Employment Location
  • Friday: 8 Hours at Multiple Employment Location
  • Saturday: OFF
  • Sunday: OFF

If Cross Charge Multiple Employment is disabled (thus the new Global Setting is too) then all costs would be attributed to the Main Location, in full.

If Cross Charge Multiple Employment is enabled, but Base Cross Charge on Worked Hours is disabled then costs would cross charge but at the fully daily rate for each location:

• Calculation:
  • Weekly Rate: £75,000 / 52 Weeks = £1,442.31
  • Daily Rate: £1,442.31 / 5 = £288.46
• When working at one Location in a day, the daily rate is correctly attributed.
• When working at two Locations in one day, the daily rate is attributed twice in full, once for each Location. In the screenshots below, it can be that £288.46 is being applied twice (£576.92) to the Main Location (SalariedTotalPay), and then half is 'lent' and 'borrowed' to and by the ME Location

Fig.2 - Rota Analysis at Main Location - Cross Charge Multiple Employment Enabled (Base Cross Charge on Worked Hours Disabled)

Fig.3 - Rota Analysis at ME Location - Cross Charge Multiple Employment Enabled (Base Cross Charge on Worked Hours Disabled)

After 'Base Cross Charge on Worked Hours' is Enabled

Using the same example:

• Annual Salary: £75,000
• Multiple Employment Salary: £75,000
• Working Week:
  • Monday: 8 Hours at Main Location
  • Tuesday: 8 Hours at Main Location
  • Wednesday: 5 Hours at Main Location & 3 Hours at Multiple Employment Location
  • Thursday: 8 Hours at Multiple Employment Location
  • Friday: 8 Hours at Multiple Employment Location
  • Saturday: OFF
  • Sunday: OFF

If Cross Charge Multiple Employment is disabled (thus the new Global Setting is too) then all costs would be attributed to the Main Location, in full.

If Cross Charge Multiple Employment is enabled, and Base Cross Charge on Worked Hours is enabled, then costs would cross charge accurately to the hours worked:

• Calculation:
  • Weekly Rate: £75,000 / 52 Weeks = £1,442.31
  • Daily Rate: £1,442.3076923077 / 5 = £288.46
  • Hourly Rate: £288.46 / 8 = £36.0575
• When working at one Location in a day, the daily rate is correctly attributed. Now, where an employee works at two Locations in one day, the daily rate is not attributed in full to each Location, but instead is attributed to the Main Location and then calculates the hours worked at each, on that day, and attributes the right value to each Location:

Monday: Worked Full 8 hours at Main Location, so, £36.0575 * 8 = £288.46 attributed to Main Location

• Nothing 'lent' to (or borrowed by) the ME Location, so £0,00 attributed to ME Location.

Tuesday: Worked Full 8 hours at Main Location, so, £36.0575 * 8 = £288.46 attributed to Main Location

• Nothing 'lent' to (or borrowed by) the ME Location, so £0,00 attributed to ME Location.

Wednesday: Worked 5 hours at Main Location and 3 hours at ME Location, so, £36.0575 * 8 = £288.46 attributed to Main Location

• 3 Hours worked at ME Location, so £36.075 * 3 = £108.17 is lent to (and borrowed by) the ME Location
• 5 Hours worked at Main Location, so £36.075 * 5 = £180.29 remains attributed to the Main Location

Thursday: Worked Full 8 hours at ME Location, so, £36.0575 * 8 = £288.46 attributed to Main Location

• The full amount 'lent' to (and borrowed by) the ME Location, so £288.46 attributed to ME Location

Friday: Worked Full 8 hours at ME Location, so, £36.0575 * 8 = £288.46 attributed to Main Location

• The full amount 'lent' to (and borrowed by) the ME Location, so £288.46 attributed to ME Location

Fig.4 - Rota Analysis at Main Location - Cross Charge Multiple Employment Enabled  & Base Cross Charge on Worked Hours Enabled

Fig.5 - Rota Analysis at ME Location - Cross Charge Multiple Employment Enabled  & Base Cross Charge on Worked Hours Enabled