Please note that this guide is an extension of the Rule Set Overview article.

This article covers the options available within the rule set General section.

This includes the following

1. General
2. Pay and Timesheet Rounding
3. Breaks
4. Special Rates

General

This section covers the overview and initial settings of the rule set and includes the following

1. Name:
   Identifies the name of the selected Rule Set. The name usually reflects the appropriate award, AWA, or individual employment contract.
   
   
2. Description:
   Relates to the Description of the selected Rule Set. Descriptions usually include the date and version information relevant to the selected Rule Set.
   
   
3. Round down to ordinary hours:
   Allows you to reduce costed hours at payroll for salaried staff members that work over their contracted hours.
   (Salary only, requires the individual employee's Working Week to be accurately set to calculate correctly).

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Pay and Timesheet Rounding

This section covers the rules that are applied during payroll that relate to how timesheets will be converted into costed hours based on the presented shift and actual times.

Payslip Rounding

1. Round net pay down to the nearest X cents:
   Enter the number of cents to which net pay will be rounded, the rounded amounts will then be allocated to the employee as PAYG tax instead.
   
   
2. Pay Capping
   The cap pay rate function, when used, ensures that no employee has a pay rate higher than the one entered, i.e. If the cap pay rate is set to 250%, no employee can have a rate higher than 250% of the base rate for any hour worked:
   
   

Shift & Ordinary Work Hours Rounding

1. Pay from shift start if clocking on before shift start: 
   Select this option to ensure an employee is always paid using the rostered shift start time when clocking on early (before shift start). In the event that the employee clocks on late (after shift start), hours paid will be reduced accordingly (unless an additional truncation value has been entered in the Truncate Before and After Shift Start field).
   
   
2. Pay from shift end if clocking on after shift end:
   Select this option to ensure an employee is always paid using the rostered shift end time when clocking off late (after shift end). In the event that the employee clocks off early (before shift end), hours paid will be reduced accordingly (unless an additional truncation value has been entered in the Truncate Before and After Shift End field).
   
   
3. Round time to shift start when clocking on within X minutes of shift start:
   Enter a value in this field to establish a period of time (immediately before and after the shift start) for which the clocked time will be ignored and the shift start time will instead be used.
   
   For example, if this is set to 15 minutes and an employee clocks on 7 minutes before their shift, the system will round that to the start of the shift rather than dock the time from the employee's payroll.
    
4. Round time to shift end when clocking on within X minutes of shift end:
   Works in the same way as the previous setting but on the shift end instead.
   
   

NOTE: If you have the first two shift rounding options enabled, then the second two will only work within the confinds of the shift times.

The following table demonstrates various combinations of shift truncation:

Timesheet / Breaks Rounding

Time Sheet rounding rules are different to shift rounding rules in that they do not require rostered shifts in order to calculate.

ClockOn provides four basic timesheet rounding mechanisms:

1. Round timesheet start time: 
   Rounds the start time of every timesheet. Select to either round the start time up, down, or to the nearest number of minutes specified.
   
   
2. Round time sheet end time:
   Rounds the end time of every timesheet. Select to either round the end time up, down, or to the nearest number of minutes specified.
   
   
3. Round time sheet length:
   Rounds the overall length of every timesheet. Select to either round the length up, down, or to the nearest number of minutes specified.
   
   
4. Round break start time:
   Rounds the start time of every break. Select to either round the start time up, down, or to the nearest number of minutes specified.
   
   
5. Round break end time:
   Rounds to the end time of every break. Select to either round the break end time up, down, or to the nearest number of minutes specified.
   
   
6. Round break length:
   Rounds the overall length of every break. Select to either round the length up, down, or to the nearest number of minutes specified.
   
   

NOTE: Time Sheet rounding is only applied at the generation of payroll. Clock times are never altered. Combinations of time sheet rounding methods may be applied concurrently.

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Breaks

This section handles how breaks are handled when clocking times as well as how they will be treated at payroll.

Payroll Description:
Determies how breaks will be presented on the payroll screen and employee payslip.

Break Options: 

1. Accrue leave during paid breaks: 
   This option enables accrual of leave entitlements during paid break periods.
   
   
2. Always use payroll description: 
   Ensures that the Payroll Description field is appended to the description of paid breaks. This applies to payslips and during payroll.
   
   
3. Include in accrual of hours OT: 
   This option enables break times to be included in total hours for the purpose of calculating overtime payments.
   
   
4. Include in accrual of cumulative hours OT:
   This option enables break times to be included in the total hours for the purpose of calculating cumulative overtime payments.
   
   
5. Include in penalty/loading payments:
   This option enables break times to be included in the total hours for the purpose of calculating penalty and loading payments.
   
   
6. Rate is fixed:
   This option allows fixing the rate paid for a break.

Pay Breaks At: 
Sets a fixed percentage at which these breaks are paid:

Payment of breaks:
Allows for the specification as to whether all breaks are either paid, unpaid, or if there is a mix user-defined (per timesheet).

Pay break when length less than:
This option can be used to pay breaks if they are under a certain length, useful if your industry allows for 10 minute paid breaks, in conjunction with a 30-minute unpaid break, this also has an extended option to allow for Set when editing to allow for the paid tick to automatically be ticked on if you shorten a break time to below this threshold.

Time window for breaks:
This option determines the latitude allowed for clocking on and off a break, by factoring in a percentage of the break length as the margin of error.

Alert time window for breaks:
This option determines when an alert is generated in relation to a break timesheet entry

Minimum time for rostered break:
Determines the length required to qualify as the rostered break.

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Special Rates

This section allows for options regarding timesheet applied special rates and how they will be treated at payroll.

Pay employee base when rate is lower:
Enable this field to pay the employee's base rate when a special rate is lower than the employee's base rate. This is used when a special rate has been allocated to a timesheet entry.

Apply highest rate to day when worked over X hours per day: 
This field allows a special rate to be applied to an entire day (i.e. pay the rate for the whole day), when the employee has worked over a certain number of hours for that day. For example, if an employee has a number of shifts they work on a specific day

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