Automatic Shift Differentials

Set up shift differentials to automatically calculate based on the times an employee enters to their timesheet and/or the day of the week they enter time to on their timesheet.

An example of a time of day shift differential would be if the employees get a special rate for working after 10 pm and before 6 am.

An example of a day of the week shift differential would be if the employees get a special rate for working on Sunday.

These can be combined so the employees have a shift differential for a time of day that only works on specified days of the week.

To use time of day shift differentials, the in/out method for time entries would need to be used. This is how the application will determine if the time entered qualifies for the differential or not.

Setting an Org. Unit to use time in/out:

Any organization level can be set to use time in/out.

1. Navigate to the level to specify the time in/out.

2. Click ‘Modify’.

3. Change ‘Show Time In/Out’ to ‘Yes’.

4. Save the changes by selecting the button at the bottom.

Shift Differential Instructions:

1. Add the Pay Code for the Shift Differential

   1. While in ‘Administration click the 'Pay Codes’ tab.

      1. By default, the application brings the user to the ‘General Pay Codes’ screen. These are codes that can be set up per employee, or if no employee is selected, they will show for all. Click the link for ‘Unit-Specific Pay Codes’ if a pay code for a specific organizational unit is being set up.

      2. After navigating to the correct Pay Code screen: either the General or Unit-specific Pay Code screen, Click ‘Add Pay Code’.

         1. Time Type: Working Hours.

         2. Show as 'Other': No (the employee will not see it on their timesheet anyway).

         3. Labor Code - This should match the labor code that the shift differential feeds into in payroll.

            1. Depending on the payroll setup, this could be the same as the regular pay code, but with a special Rate Code attached. Contact support@rtvision.com if you have any questions.

         4. Name: Name the Pay Code so admin users will recognize it for the Shift Differential setup to come.

         5. Rate Code: Some exports will require a Rate Code to be selected for this pay code, enter the applicable rate code.

         6. Multiplier: Select the Multiplier for this code.

         7. Include in Hours Worked (Time Off Earnings): This setting matters if employees are earning their leave types by percentage of hours worked. If the code should be included in that calculation, set this to YES.

         8. Unpaid: No (this code will export) Yes (this code will not export).

         9. Exclude From Totals: NO (the hours will be included in the total hours for the day) YES (the hours will be excluded from the total hours for the day)

         10. Valid should be YES for any code you want to use in the current pay period.

         11. No Org Units need to be selected, we will do that on the Shift Differential side.

         12. Click ‘Add this Pay Code’.

2. Add the Shift Differential

   1. In ‘Administration select the 'Shift Differentials’ tab.

   2. There are FOUR areas for shift differentials. The application defaults to the ‘Day of the Week’ screen for All Org. Units. Use the different 'View' links to switch between the different sections.

      1. All Org. Units Shift Differentials can be set per person: Click the appropriate View link to switch between Time of Day and Day of Week

      2. Org. Unit-Specific can be set per organization (dept, division, union grouping, etc..) Click the appropriate View link to switch between Time of Day and Day of Week

      3. While viewing the correct section, continue to add the shift differential.

   3. Click ‘Add Shift Differential’.

      1. Time of Day

         1. Type: Select the one that applies to the shift differential.

            1. Any Hours that are worked between.

               1. If the differential is for time between 10p and 6a only, regardless of other hours worked by the employee, choose this option.

               2. Example:

                  1. Joe works 8p - 4a, 2 hours would not be part of the 10p-6a differential.

            2. All hours if majority of hours are between.

               1. If the differential allows for hours outside of the time range to qualify if the majority of the employees hours are within the 10p - 6a range.

               2. Example:

                  1. Joe works 8p - 4a, all hours would be part of the 10p-6a differential.

         2. Range Start Time: Must be in HH:MM AM or HH:MM PM format, this is the time the differential should start calculating.

         3. Range End Time: Must be in HH:MM AM or HH:MM PM format, this is the time the differential should stop calculating.

         4. Day of Week: Only needs to be set if this differential only applies to certain days of the week.

         5. Pay Code for Export: Select the Pay Code you just added for the shift differential.

         6. Valid: YES for any active shift differential.

         7. Select the employees or organizational units that can use the shift differential.

         8. Click the blue button to save the shift differential.

      2. Day of Week

         1. Choose the day of the week, or if it applies to all holidays, choose the holiday option.

            1. Holiday Shift Differentials apply to any dates set up in Administration>Holidays.

         2. Select the Pay Code for the shift differential to export to.

         3. Choose the employees or org, units that will be allowed to use the shift differential.

         4. Click the blue button to save the shift differential.

   4. Repeat for Comp Earned and/or Overtime if applicable