Overview
Lateness penalties are relevant to users who have the Time & Attendance module enabled. Lateness penalties can be set up so that employees who are late to punch in will see a deduction in vacation leave or basic hours paid at the payroll stage.
Permissions
To set up lateness penalties, you will need the Manage Time and Attendance Settings permission set on Global.
Setting up Lateness Penalties
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Go to the Time & Attendance section, click on the Lateness Penalties tab and click +Add New Penalty.
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Insert the details of the penalty:
- Penalty Name - This is how the penalty and its related settings will be labelled and identified in Talexio.
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Business Unit - This is which Business Unit will make use of this penalty.
When the Root Company is chosen, the penalty can be used across all Business Units.
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Deduction options - Penalties have 2 Deduction options available; Deduct Leave or Subtract Basic Hours.
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Deduct Leave - When this option is chosen, you will need to select the Leave Type that will be used for the penalty. Based on the Penalty Rules, the system will deduct from the chosen Leave Type entitlements of the employee the relevant minutes of Leave.
This means the consequence for the employee is they are paid for the full shift, however they now have less entitlement for leave.
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Subtract Basic Hours - When this option is chosen, based on the Penalty Rules, the system will reduce the Basic Hours of the employee in the payroll for the relevant minutes of lateness.
This means the consequence for the employee is that they are not paid for the time where they are late.
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Deduct Leave - When this option is chosen, you will need to select the Leave Type that will be used for the penalty. Based on the Penalty Rules, the system will deduct from the chosen Leave Type entitlements of the employee the relevant minutes of Leave.
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Penalty Rules - There are 2 options for Penalty rules:
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Set penalty deduction to be the same as employee lateness - If this toggle is on, the penalty deduction will be equal to employee lateness.
This means, if you add this penalty to a shift and if the employee is late by X minutes, the deduction will be X minutes.
When this rule is selected, you will also have an additional toggle to Set a maximum penalty deduction rule so that the penalty is capped.
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"Up to" Penalty Rules - These rule types allow you to create a tiered approach to lateness penalty rules. When adding these, you will click on the +Add Penalty Rule button and create the tiers.
An example is shown below:
If the employee is late between 1 minute and 15 minutes, the leave deduction would be 15 minutes.
If the employee is late between 16 minutes and 30 minutes, the leave deduction would be 30 minutes.
If the employee is late between 31 minutes and 60 minutes, the leave deduction would be 60 minutes (1 hour).
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Set penalty deduction to be the same as employee lateness - If this toggle is on, the penalty deduction will be equal to employee lateness.
- Once the Penalty Template details have been added, click Create.
Linking Lateness Penalties to Shift Templates
Once the lateness penalties rules are set up, these need to be linked to the relevant Shift Template.
If the Schedule is already created and/or published, you will need to unpublish the shifts first and then apply the Lateness Penalty to the Shift Template for it to be linked to any past or future Shifts in the Working Schedule.