Flexitime
Recording my standard working times
I have booked absence on the wrong day/time
Authorizing flexitime accounts
Understanding authorization selections
Deauthorizing a flexitime account
View Part Time Contract and Pre-Filled Timesheet Accounts
Authorizing Part Time Contract and Pre-Filled Timesheet Accounts
Introduction
Flexitime contracts are governed by their own working hours and compensation rules. There may be more than one contract type in your organization.
Timesheet Accounts are governed by the persons Working Condition Rule set by a CARM Administrator in General Maintenance > Rule 140 Timesheets and the applicable Option set for the Working Condition.
There are 6 main areas when considering flexitime workers. The diagram below shows the order in which you need to administer them.
Item 1 above can be found in Working Conditions
Item 2 above can be found in Create a Flexitime Shift
Item 3 above can be found in Shift pattern details-Flexitime
Item 4 above can be found in Adding a joiners position
Item 5 above can be found in Recording my Flexitime
Item 6 above can be found in Authorizing Flexitime Account
This function is aimed at the individual flexitime worker and deals with item 5 above. It looks at how to record flexitime hours, recording Extra pay hours, how to apply flexitime leave and generally manage an individual flexitime account.
Booking on and off shifts “real-time” i.e. when they happen (see Bookings for further details) or by opening your flexitime account in full to record details at the end of every day or week.
Viewing My Flexitime
To view a flexitime account.
Select Go to my flexitime account from the Home Page.
Extra pay Claims
Button will appear when Extra pay is entered in the account and can be used to make Extra pay election/claim.
Accounting Period
Date control is used to determine which flexitime accounting period to display. Select appropriate date and click Show flexitime account to display as required. Note that once a flexitime accounting period has been authorized, no further changes may be made to that accounting period. If there are errors that need correcting, speak to the supervisor to arrange for the accounting period to be de-authorized before attempting to apply the changes. The accounting period will then require further authorization following those changes.
Recalculate accounting period
Recalculate balances after recording times or absences in the account window.
Opening Balance Information
Display information about the opening balance of the currently displayed accounting period and also used by the supervisor to authorize the accounting period (see Authorizing Flexitime Accounts)
Clicking this will show opening balance information
It shows:
· Opening balance of the accounting period.
· Closing balance of the accounting period.
· Carry Forward is the amount carried forward to the next accounting period.
· Lost is the amount lost (due to maximum carry forward rules).
· Maximum flexileave to be taken in any one accounting period. Flexileave is any positive balance at the end of the accounting period that may be converted into leave and will be credited to the flexileave time bank for future use.
· Flexileave taken is the amount of flexileave actually taken during the accounting period.
· Maximum Credit C/F is the normal maximum credits/debits that may be carried forward to the next accounting period.
· Absolute Maximum Credit C/F is the absolute maximum credits/debits at the discretion of your supervisor that may be carried forward to the next accounting period.
· Authorized by for the accounting period
· Authorized on for the accounting period
· Click Close to close the opening balance display
Flexitime Account
Show all
The account breakdown automatically opens at today’s date and shows 7 days of data. Use the numbers in the bottom left hand corner to scroll through each flexitime page.
Click Show All to view the whole flexitime account for the selected accounting period at once.
Opening balance
Hours the accounting period started with. It may contain any additional or negative hours worked in the previous accounting period if the previous period has not yet been authorized.
Date
Date against which to record hours. Click in the date to show duty details for that date.
Second Column
Hover the mouse pointer over, or click the name to view the details of the shift, including core times.
Shift displays red if a scheme rule is broken. Hover the mouse pointer over, or click the name to show the rule that is broken and how:
Click Cancel to cancel this display.
Sessions 1 and 2
Show the start and end of the first 2 sessions of working time.
Other breaks
Record other refreshment or comfort breaks. It is not necessary to record the duration of standard meal breaks as this is calculated as the time between your sessions.
Absence
Use this button to record any authorized absences e.g. Annual Leave, Flexileave, Sickness: Hover the mouse pointer over the button to view the details of the absence.
Day total
Sum of all working hours (less Other Breaks plus authorized absences plus authorized Extra pay elected as flexitime) for the day and is calculated automatically for the account: Hover the mouse pointer over the total to view the breakdown of that time.
Target
Number of hours targeted to work cumulatively to that date and is pre‑defined when the shift pattern is created.
Balance
Difference between: the cumulative day totals + opening balance and cumulative target. It indicates how much ahead or behind the target at any point in time. It is red if cumulatively behind the target. It is green if cumulatively on or ahead of the target: Hover the mouse pointer over the balance to view the actual cumulative balance.
Extra time
Used to record
extra sessions or authorized Extra pay e.g. you work 3 sessions in one day or
work for a different unit on a temporary assignment and need to record the time
separately for Extra pay payment. Click on the 
or 
to view or record the time.
A 
indicates
that some extra time has already been recorded on that date.
Recording My Flexitime
Allows recording of hour’s up to today. Forward booking of working hours is not allowed but recording planned absences such as Annual Leave is allowed. To do this, open the flexitime account:
Recording my standard working times
Record the time you have worked:
· Complete the Session 1 and Session 2 start and end times for the days worked.
· Enter any other refreshment or comfort breaks in Other Breaks.
· Click Recalculate.
Recording my extra time
Include up to 8 additional sessions.
Click or on the day required,
to record the extra time.
· Enter the start time On as in the example above.
· Enter the end time Off as in the example above.
· Elect the type of Extra pay from the drop down list e.g. Return to duty, Call out on standby Shift or Other. This automatically calculates the compensation entitled to, based on the flexitime contract rules. Only valid selections will be presented, depending upon the compensation rules that apply to the account.
· Click Submit. The flexitime account will be automatically recalculated.
The Extra Time is confirmed in the flexitime
account with a in the Extra Time column.
Recording my absence
Record up to four absences for one day in the flexitime account e.g. Sickness, Flexi-leave, and Annual Leave.
Click Absence button on the day required to record the absence
· Select an Absence type from the drop down list.
· Enter the Duration of absence in hours. If it is a full day, click Full Day. To enter half of a shift absent, click Full Day and the button will change to Half Day. Click Half Day and the half day value will be entered in the Duration box.
· Click Submit. The flexitime account will be automatically recalculated.
· Confirmation of the absence is shown in flexitime account with the selected number of hours replacing the Absence button.
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If booking Annual Leave (or any time bank activity), check the balance by clicking Check Bank before clicking Submit. |
Troubleshooting Flexitime
I have booked absence on the wrong day/time
To remove the absence completely:
· Open the flexitime account.
· Click Duration hours/minutes shown for the absence.
· Click Absence type drop down and select the blank line at the top.
· Click Submit. The flexitime account will be automatically recalculated.
To amend the duration of the absence:
· Open the flexitime account.
· Click Duration hours/minutes shown for the absence
· Enter correct Duration.
· Click Submit. The flexitime account will be automatically recalculated.
To amend the absence type:
· Open the flexitime account.
· Click Duration hours/minutes shown for the absence
· Click Absence type drop down and select the correct one.
· Click Submit. The flexitime account will be automatically recalculated.
Authorizing flexitime accounts
This facility enables the authorization of a flexitime account at the end of an accounting period.
Until the account is authorized, the details will not be passed to payroll (if there is an interface in place) and any carried forward values will not be processed into the next accounting period.
Select Time Management > Flexitime.
Select the personnel whose accounts require authorization.
· Select a date within the required accounting period.
· Click Show flexitime account
· Click Opening balance/Authorization
· Check balances, Carry forward and Lost, amounts.
· Click Authorize.
Understanding authorization selections
The authorization window contains important information to validate before authorizing the flexitime account.
Opening balance
Balance as at the start of the accounting period selected.
Closing balance
Sum of the time worked over or under the target hours of the accounting period.
Carry forward
Amount will be carried forward to the next accounting period. If Closing balance is greater than Maximum credit C/F in the summary to its right, the Carry forward value will be reduced to the match Maximum credit C/F.
(It is at a manager’s discretion to) increase carry forward to a maximum of Maximum credit C/F but not greater than Absolute maximum credit C/F.
Lost
Lost value will automatically be completed if Carry forward is greater than C/F. This value will not be carried forward.
Authorized by and Authorized on
These will be completed automatically with the Authorizers login and date/time respectively when the Authorize button is clicked.
Deauthorizing a flexitime account
To allow for error corrections, a flexitime account can de-authorized.
Select Time Management > Flexitime.
Select personnel whose accounts require deauthorizing.
· Select a date within the required accounting period.
· Click Show flexitime account
· Click Opening balance/Authorization
· Click Deauthorize
Make any changes as necessary before re-authorizing the account.
View Part Time Contract and Pre-Filled Timesheet Accounts
Timesheet Accounts are governed by the persons Working Condition Rule set by a CARM Administrator in General Maintenance > Rule 140 Timesheets and the applicable Option set for the Working Condition.
To view a Part Time Contract or a Pre-Filled Timesheet account, select Go to my Timesheet from the Home Page
· Click Balances/Authorization for Contract information
· Click Submit to pass the account for payment Authorisation
· See Recording My Flexitime for full details
Authorizing Part Time Contract and Pre-Filled Timesheet Accounts
This facility enables the authorization of a Part Time account at the end of an accounting period.
Until the account is authorized, the details will not be passed to payroll (if there is an interface in place) and any carried forward values will not be processed into the next accounting period.
Select Time Management > Flexitime.
Select the personnel whose accounts require authorization.
· Select a date within the required accounting period.
· Click Show account
· Click Balances/Authorization
· Check Balances
· Click Authorise.