Adjustment Rules

Use Adjustment Rules to change wages or to pay extra, based on time entered in a timecard. Adjustments can be made based on multiple selection criteria, such as a labor category or cost center, or both. Adjustments can also be effective-dated.

An adjustment rule is triggered by two allocation types:

  • Adjustment — A change to a wage triggered by an adjustment rule in the form of an addition, a flat rate, or a multiplier. The adjustment can be effective-dated.
  • Bonus — A change to a wage triggered by an adjustment rule in the form of a bonus. The adjustment can be effective-dated. Bonuses enable you to configure the following adjustment rule parameters:
    • Bonus rate
    • Time amount
    • Time period

Note: If generic data access profiles (GDAPs) are in use at your site, a name and a Change action button appear below the list page title. Click Change to select another generic data access profile.

To create an adjustment rule:

  1. Select Administration > Application Setup > Pay Policies > Adjustment Rules.
  2. Click New and then enter a Name and optionally, a Description.
  3. Specify the Version Effective Date.
  4. Click Add Trigger to configure the triggers in the Trigger Editor.
Note:
  • The Version Effective Date is the date on which the adjustment rule takes effect.
  • When you create a rule, the only save option is Update this version. After you enter a name and a description and click Save, the Create New Version Effective option and date box are available.
  • When you edit an existing version of a rule, select one of the following:
    • Create New Version Effective — Creates a version of the rule using the effective date you select in the date box.
    • Update this version — modifies the existing version of the rule with the effective date displayed in the Version Effective Dates drop-down list. Select this option to use the effective date that you selected, and any changes that you made for the new or existing rule.

Triggers specify when required conditions have been met and bonuses or wage adjustments apply.

Triggers for processing include job, paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick., labor category or cost center. Every adjustment relates to multiple labor categories, but a job or paycode are not required to trigger adjustments.

  • You can select from triggers that have been previously defined, or add a trigger by clicking Add Trigger.
  • The triggers table enables you to change the order in which the adjustment rule processes triggers. You can directly access each trigger by clicking to an entry in the Job, Labor Category, or Type columns of the table.
  • To edit a trigger, click an entry in one of the trigger table columns.
  • To delete a trigger, select the trigger and click Remove Trigger.
  • To change the order of the triggers, click the arrow buttons to move triggers up or down within the list of triggers.

Use the Trigger Editor to configure Adjustment Rule triggers. The trigger signals that an employee’s worked time is eligible for wage adjustments or bonuses.

Note: Before you can specify a trigger, you need an adjustment rule.

The options in the Trigger Editor are:

Trigger

The Trigger Editor options for wage adjustment and bonus are the same until you reach the Allocation section. In the Allocation section, select a wage adjustment or bonus type adjustment rule.

  • Job/Location — Click Job Lookup to identify the required job.
  • Apply to any business structure that uses this job/location — Select this check box to use the same trigger for any business structure that uses the same location or job. Selecting this check box reduces the number of triggers required when the same behavior is shared among multiple jobs or locations. The location type must be the same and is based on the lowest location type specified.
  • You can override these triggers by creating separate triggers that point to a specific job/location.

    • Note: The Apply to any business structure that uses this job/location option is available when you are using a hierarchical Business Structure Represents the logical structure of an organization as it concerns staffing. It contains the locations and jobs to which an employee may be assigned.. If you are using a simplified Business Structure, this option is not available.

  • Labor Category Entries
  • Enter a labor category in one of the following ways:
    • Type the full labor category in the text box.
    • Click Labor Category Entries Lookup . From the Select Labor Category Entries window, select a labor category, then select an available labor category entry, and click Add . (You can also search for labor category entries using wildcards.) The name and description of each labor category appear next to the Labor Category.
    • You can enter multiple labor category entries, separated by a semi-colon, and use wildcard strings for labor category entries. In a wildcard string use an asterisk (*) to match any number or character, a question mark (?) to match exactly one character one time, or use a combination of these. For example:
    • NYC* will return any entry that begins with NYC, such as NYC 1010.600, NYC 1850.100, and so on
    • N?C will not return NYYC 2050.100
    • *H?P* (combination of wildcards) will return ‘Shipping Goods’ but not ‘Sheet Bending’
    • To combine multiple conditions for a labor category entry, use quotation marks. For example:
    • ",,Second Shift,Restaurant,,";",,Third Shift,Guest Rooms,,"
    • The Selected Labor Categories Entries area at the bottom of the window displays the complete labor category entry. When the labor category entry is correct, click OK.
  • Cost Centers — Select the cost center from the drop-down list.
  • Pay Codes — Select a paycode that triggers the adjustment rule from the Available Paycodes box and move it to the Selected box. If you do not select one or more paycodes, the trigger is the labor category and job. If you select one or more paycodes, wage adjustments and bonuses are applied based on the qualified time.

Select Wage Adjustment or Bonus. The fields differ depending on your selection.

  1. Select one of the following Adjustments:
    • Addition — An amount that is added to the base wage rate.
    • Flat rate — Changes the base wage rate to the amount that you enter.
    • Multiplier — Multiplies the base wage rate by the amount that you enter.

      • Note: If the system setting site.timekeeping.DateToEnableOverrideWagesForAdjustments is enabled and the employee has a wage override in effect, then the wage override is used as the wage to modify instead of the base wage.

  2. Enter the amount of the adjustment.
  3. Select the Use higher wage (expanded or base) check box to specify whether to use the higher of the adjusted or base wages. This check box is selected by default.
  4. Select the Do not apply to employees Primary Job check box to specify that wage adjustments do not apply to the Primary Job. This check box is selected by default.
  5. When you finish, click one of the following:
    • Save to save your changes and remain in the Adjustment Trigger Editor.
    • Save & Return to save your changes and return to the Adjustment Rule Editor.
    • Return to cancel your changes and return to the Adjustment Rule Editor.
    • Refresh this trigger to cancel your changes and refresh the page from the database.
    • Add Trigger to go to a new adjustment trigger editor screen from an existing trigger.
  1. Select a job in one of the following ways:
    • Worked — To direct the bonus amount to the account the time employee was working in when the bonus was applied. Worked is the default value.
    • Primary — To direct the bonus amount to an employee’s primary labor category.
    • Specify — To enter a specific job to which to direct the bonus amount. You can also click Job Lookup to identify the appropriate job.
  2. From the Pay Code drop-down list, select the paycode that receives the bonus amount. The paycode can be either a money or time paycode.
    3. Note: The conditions for satisfying an adjustment rule for money paycodes might be different from the conditions for satisfying an adjustment rule for hourly paycodes.
  3. Specify the Bonus Rate type:
    • Amount — The amount to be awarded to the employee. The format for this field depends on whether you selected a money or hourly paycode. For money paycodes, the format is 0.00. For hourly paycodes, the format is HH:MM.
    • Hourly Rate — A bonus hourly rate to be awarded. To specify the qualifying time amount, select one or both of the following options:
    • Minimum Time — Enter a minimum amount of time required for an employee to receive a bonus. Enter time in the HH:MM format.
    • Maximum — Enter the maximum bonus time or amount. These options are available only after you select the Maximum box
    • If you select Amount, the only available field is Time. If you select Hourly Rate, choose either Time or Amount.
    • Time: Enter the maximum amount of time allowed to qualify for the existing bonus amount. The format is HH:MM.
    • Amount: Enter the maximum amount of pay allowed to qualify for the bonus. The format is 0.00.
    • Time Period — Select one of the following to specify when to apply the bonus. The activity must occur during this time period for employees to earn the bonus. The default is Shift.
    • Shift to apply the bonus to an entire shift.
    • Pay Period to apply the bonus to an entire pay period.
    • Week-start to select the day that the time period accumulator resets. Select any day of the week. The default day is Monday.
    • Once Per Day — Select the check box to apply the bonus once per day. This option is only available for shift-based bonuses
  4. Click Save or Save & Return.

Money paycodes determine bonuses based on amount or hourly rate. Bonus rates are configured using maximum and minimum time qualifiers as well as maximum amount. The bonus rate is configured depending on whether it is a flat amount or an hourly rate:

Flat amount Hourly rate
  • Minimum Time qualifies the employee for the bonus.
  • Time worked beyond maximum time disqualifies the employee from receiving the bonus.

Note: If the bonus is a flat Amount, it is distributed to the first transaction that meets the time amount qualifications.
  • Minimum Time qualifies the employee for the bonus.
  • Maximum Time places a limit on the number of hours used for the rate.
  • Maximum Amount prevents the bonus from being calculated beyond the maximum amount indicated.

Note: If the bonus is an hourly rate, it is distributed to the last qualifying transaction within the time period.

Hourly paycodes determine bonuses based on amount. Bonus rates are configured using maximum and minimum time qualifiers.

  Bonus rate is flat amount
Hourly Paycode
  • Minimum Time qualifies the employee for the bonus
  • Time worked beyond Maximum Time disqualifies the employee from receiving the bonus

Note: Time bonus distributions count toward any Time Amount qualifications for subsequent triggers.

  • The wage amounts that are specified in Adjustment Rules override both the Base Wage and Wage Profile amounts.
  • If the system setting site.timekeeping.DateToEnableOverrideWagesForAdjustments is enabled and the employee has a wage override in effect, then the wage override is used as the wage to modify instead of the base wage.
  • If the employee has a Percent Allocation Rule that includes an override to the employees wages as well as an adjustment rule that would also apply, the adjustment rule overrides the percent allocation rule.
  • If you do not select one or more paycodes or a job, only the labor category triggers the wage adjustment or bonus.
  • If the paycode is a trigger, only hours that are in a paycode qualify for the wage adjustment or bonus.
  • Wildcards are valid for qualifying time for wage adjustments and bonuses.
  • Use an asterisk (*) to indicate all entries.
  • Use an asterisk to substitute for several characters. For Example, the wildcard *00 selects any number that ends in 00, such as 100, 200, 1000, or 1500.
  • Use a question mark (?) to substitute for one character. For Example, the wildcard?00 selects any 3-digit number that ends in 00, such as 100, 200, or 500.

The effective date specifies when a rule is used.

If the job is active when the effective date is in force, changing the job to inactive status does not change the effective date.

Any employee who receives a wage adjustment or bonus can view the changes in the timecard in the Totals section of the timecard.