Contract Types for Calculating Unpaid Refreshment Breaks

The system allows for defining Contract Types, with a number of settings to aid standardising the clocking calculations for refreshment breaks.

These settings include:

  • Unpaid Refreshment Breaks — select either Yes to enable or No to disable the system from automatically deducting refreshment breaks for Flexi-Time workers

  • Calculation for ref breaks — select the setting for the system to base the calculation for refreshment breaks on, as either Planned Shift (default) or Actual Hours

  • Break between clockings calculation — this setting is enabled when Unpaid Refreshment Breaks is set to Yes, with the following options:

    • Longest break between islands

    • Sum of breaks between islands

  • Minimum clocked hours before refreshment break deducted — this setting may be enabled when Unpaid Refreshment Breaks is set to Yes, with a column for Actual Hours

In Release 12, Totalmobile introduced the system setting options for Planned Shift and Actual Hours, which it uses to identify which break to use. In Release 10, Totalmobile introduced the Unpaid Refreshment Breaks setting. For more information about defining a Contract Type with refreshment break calculations, refer to Unpaid Refreshment Breaks Settings for Flexi Time Workers.

Define a Contract Type with refreshment break calculations

To define a new or existing Contract Type:

  1. Select Personnel on the main menu, and select Personnel Definitions and then Contract Types from the sub-menus.

  2. The Contract Types page loads and displays any existing Contract Types.

    • To add a new Contract Type, select Add. The Define Contract Types page opens.

    • To edit an existing Contract Type, select it so that it is highlighted, and then select Edit.

      Personnel who have a Contract that has Unpaid Refreshment Breaks set to Yes have the defined breaks deducted from their shift hours, as seen on the posting sheets. These defined breaks are not paid.

  3. Select Yes for Unpaid Refreshment Breaks.

  4. Select Planned Shift or Actual Hours for the break between clockings calculation to use. The default setting when adding a new contract type is Planned Shift.

    • Planned Shift uses the length of the planned shift to find the required refreshment break.

    • Actual Hours uses the actual clocked hours duration to find the required refreshment break.

  5. Check or define the other Contract Type settings as you require, and then select Save.

  6. If you need to define the unpaid refreshment break, highlight the appropriate Contract Type, select Define Ref Breaks, and select Add to select the start date of the rule. Adjust the Break (Hours) column in accordance with the breaks allowed for the selected Contract, and select Save.

If the Cascade changes down to sheet check box is selected then the refreshment time is the same from the selected shift length onwards. If an organisation has different rules whereby increasing the hours worked allows an increased time for a refreshment break, select the shift length that this corresponds with these rules, and add the additional times for refreshment break.

Tables Function for Clocked Hours

Calculations for the break on clocked data use the Planned Shift or Actual Hours setting to identify which break to use. This standardises clock-based calculations and consolidates several old procedures to provide greater flexibility and consistency. The system has a post deployment script to provide the necessary defaults to existing contracts on upgrade. For most customers, this default setting is Planned Shifts.

Affected areas include Time Sheet Records (Main Client and Web interfaces) and anywhere else that uses clockings in calculations. For example, Flexi Balance Report, Recuperative Duties, Book on/off. The procedure does not apply to Individual Duties (when set to use clockings data).