Flex Time

The following topic outlines the steps involved in setting up and using accrual rules that permit employees to bank (accrue) time, which can be later used for time off.

Step 1 - Create and assign the flex time task:

Select the Task Templates view (Projects & Employees > Task Templates).

  1. Create the tasktemplate against which employees will track time when they are using up their banked time. In this example, we name this task template "Banked Time".

  2. Assign the Banked Time task to the Leave/Absences project, and assign all applicable employees to this task. Note that this project and task assignment (Leave/Absence > Banked Time) is not used to bank hours, but is used in Step 6 when an employee uses some of his or her banked hours.

 

Step 2 - Create a Leave Rule:

From the Leave Rules view (Setup > Leave Rules).

  1. Select an existing rule or create a new Leave rule. (i.e. Flex Time rule)

  2. Click the Add button near the bottom of the view.


     

  3. Enter the details for the Accrual Rule in the appropriate boxes.

    1. Select the task created in Step 1 above (Banked Time) for the 'worked to' drop-down.

    2. Check that 'Flex Time Only' is selected from the calculate drop-down list. (i.e. the picture above shows an accrual rule that accrues 1 hour for every 1 hour worked).

  4. Click OK.

  5. Click Save.
     

Step 3 – Creating an overtime rate for flex time:

From the Overtime Rates view (Projects & Employees > Overtime Rates).

  1. Create a new overtime rule (ex. Flex Time OT).

  2. Enter a prorating of 0 for this overtime rate.

  3. Click Save.

When banking time (in step 5), employees must select this Overtime rate for the task they are tracking time against (step 5 below).

 

Step 4 - Assign the Leave Rule and Overtime Rate to the employee:

Select the Employees view (Projects & Employees > Employees).

  1. Locate one of the employees who are permitted to bank time and click Edit.

  2. From the Pay Overtime list, add the Flextime overtime rate (Flex time OT) to the list of available Pay Overtime rates previously selected.

  3. Close the Pay Overtime list window.

  4. Click the Set Leave/Absences Rule button.

  5. Select the Leave Rule created in Step 2 from the Leave/Absences rule drop-down list box. Skip this step if the Leave/Absence rule is already applied.

  6. Click Apply to save and close the employee form.

  7. Apply this Leave Rule and Overtime rate to all other applicable employees who need to bank time.

 

Step 5 – Accruing time:

  • To accrue/bank time, an employee can track time against any task other than the flex time task created in Step 1 (Banked Time).
  • When tracking time, the employee must make sure to select the Overtime rate created in Step 3 (ex. Flex Time OT).

 

 

Employees can view the time accrued by running the Vacation and Leave by Employee report. Only approved banked time is displayed in the report.

 

Step 6– Using the accrued time:

To use accrued time, an employee must enter time against the Leave/Absences project and the flex time task that was created in Step 1 (ex. Banked Time).

When using accrued/banked time, an overtime rate does not have to be selected.