How to Create and Setup a New Time Attendance Policy

Audience & Scope

Audience: HR Admin

Module: Time Attendance

Country: Global

Pre-requisites: Access to HR Lounge > Time Attendance

Before opening the Time Attendance module to all employees and managers, ensure that they have been assigned to the correct Time Attendance policies and that the policies have been set up correctly.

In this article, we will learn how to:

Create a new time attendance policy
Set up policy eligibility (either make it available to all employees or restrict it based on criteria)
Set up a policy supervisor and approval process
Set up policy rounding calculations (for overtime, lateness, and early out rounding)
Set up Shift Premiums & Deductions
Configure other policy settings
- Geolocation clock in
- Facial recognition
- Email Notifications
- Overtime
  - Enable auto overtime calculation
  - Enable pre-approved OT by manager
  - Enable pre-approved OT request by employee
- Integration (devices)

NOTE:

If you would like to know how to create new work shifts, please refer to [this guide].
If you would like to know how to create work schedules for work pattern 'Full Week' and 'Custom', please refer to [this guide] and [this guide].

To Access the Time Attendance Policy:

1. Navigate to the HR Lounge > Time Attendance module.

2. Click on the Policy tab

3. To:

1. Create a new time attendance policy: Click the + Create policy button.
2. Assign policy to an employee: Click the Assign policy button.
  - For more info, refer to [this] article

4. Inside the policy settings, there are:

1. Eligibility
2. Supervisor & Approval
3. Rounding Calculation
4. Shift Premiums & Deductions
5. Other configuration (including geolocation clock-in)

a) Eligibility

Assign the policy eligibility by choosing one of the following:

Eligible to all employees: This option allows the policy to be assigned to every employee in the company.
Only eligible to certain groups of employees: This option restricts policy availability to employees who meet the defined criteria (e.g., employees in the Engineering department).

IMPORTANT:
If you choose "only eligible to certain groups of employees" for this policy, make sure to Assign Policy to the relevant employees.

b) Supervisor & Approval

Choose the person or role responsible for managing employees assigned to this policy.

There are 2 options:

Position: Choose 'Manager'.
Specific Employee: Select a specific individual. Overtime approval requests will be routed to this person instead of the employee’s reporting manager.

c) Rounding & Calculation

You can configure rounding for 3 time categories:

i) Overtime rounding

Choose if the overtime should be rounded up or rounded down to the nearest minute interval.

ii) Lateness rounding

Choose if the lateness should be rounded up or rounded down to the nearest minute interval.

iii) Early out rounding

Choose if the early out should be rounded up or rounded down to the nearest minute interval.

As for the rounding options:

Follow default policy: Uses the rounding settings from the default policy
Do not round: Disables rounding.
Round: Choose 'Round down to the nearest', or 'Round up to the nearest'. Then choose the interval.

d) Shift Premiums & Deductions

For more info on setting up shift premiums and deductions, refer to the article below:

How to Set Up Shift Premiums and Deductions in BrioHR Time Attendance

e) Other Configuration

i - Geolocation

When enabled, employee's clock in and out locations will be restricted.
For step-by-step instructions, especially on enabling geofencing, refer to [How to enable multi-geolocation]
If 'Restrict Clock-in Location' is disabled, the system will not restrict the location but will still record the employee's location during clock-in and out. Refer to [How to Enable Clock In/Out Location Tracking Without Location Restriction]

ii - Facial Recognition

When enabled, employees must verify their identity using facial recognition every time they clock in or out.
Click Save to save changes

Learn more: How Employees Can Set Up Facial Recognition in the BrioHR Mobile App

iii - Notifications: Send Overtime Email Notifications

When enabled, managers will receive email notifications whenever an employee's overtime is calculated and requires approval.
Disabling this setting stops email notifications from being sent out.

CAUTION:

It does not stop Overtime approval tasks from appearing in the Pending Actions.

iv - Overtime: Calculate Overtime

When 'Calculate Overtime' is enabled, overtime is calculated for employees, and approval notifications (email + pending actions) are triggered for managers.
When disabled, the system does not calculate overtime of the day.
- As a result, no overtime notifications or pending tasks will appear, and any extra hours worked beyond the standard schedule will not be recorded as overtime in the employee’s timesheet.

CAUTION:

Turning off this setting will stop overtime calculation!

To apply an overtime buffer, tick 'Apply overtime buffer' and select the duration for 'OT buffer duration' from the dropdown. When 'Apply overtime buffer' is enabled, overtime is counted only if the employee works overtime for more than the buffer duration.
- Example:
  - Scheduled Hours: 8h
  - OT Buffer: 30 minutes
  - Hours worked: 8h 20m, OT not recorded
  - Hours worked: 8h 40m, OT recorded, OT=40 minutes

For more info on enabling 'Manager pre-approve overtime' and 'Employee request for pre-approve overtime', refer to the articles below:

v - Integration

Please refer to articles [here] for more information on time attendance device integrations.

Need Assistance?

If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.