How to Create Over/Under Hours Exceptions

Last Updated: Dec 19, 2017 03:10PM EST
FingerCheck helps you identify costly employee trends by allowing you to set alerts based on your employees' attendance. One popular and common exception employers like to set up are Over Hours and Under Hour Exceptions, which notify employers when employees work over or under their scheduled hours. As you can imagine, employees who constantly log additional time cost the company money, and employees who frequently work under their hours also present a problem. To set up your own Over/Under hours policies, follow these steps:
  • Log onto your FingerCheck account and navigate over to the “Setup” tab. From the drop down menu on the top left of the page, select “Policies Menu.”
  • From the policies menu, select "Exceptions Policies" and then click on the yellow "Add" button to create your new policy.
  • You will be brought to the exception policy information window to begin filling out your exception policy. Fill out the fields as follows - create a "Code" to label your policy and a "Description" that describes your policy. Select the exception type you wish to make from the "Exception Type" drop down menu. For "Over Hours" you would select "OverScheduleHours" and for "Under Hours" you would select "UnderScheduledHours." To adjust how urgent the exception appears in your dashboard, you can choose from Low, Medium, or High by the "Exception Severity." 

  • Here we give you an idea of how all three would look - as you can see the color changes according to the level you pick: 
  • When you are finished click "Save." Now you will see your exception policy in the "Exception Policies" window.
  • Next, for your "Over Hours" and "Under Hours" exception policies to actually take effect, you will need to define your minimum and maximum hours. Let's start by clicking on "Minimum Hours" in the left sidebar menu and clicking on the yellow "Add" button. 
  • The minimum hours are the minimum hours per pair, per day, or per week your employees are to work.  Fill out the fields as follows - create a "Code" to label your minimum hour policy and a "Description" that describes your policy. Select the "Minimum Hour Type" to the type you wish, whether it be PerPair, PerDay, or PerWeek. Then, enter the "Week Start" dateFor the "Action Type" there are four actions you can choose to alert you of the flagged exception. Let's say we set our hours to 8 per day, and an employee works 7 hours a day. Selecting 'AddAndExceptions' will flag their punches and push their hours to the minimum hours they should have, so bump their hours from 7 to 8.  It will add to the minimum hours until it equals the minimum hours they should have, and put an exception on it that lets you know there while there are 8 hours here, they are actually under this amount of hours. Selecting 'ExceptionOnly' would put an exception code letting you know that they are under that amount, and will not bump it up. 'AddOnly' will push the hours up to the minimum amount and not notify you (which could come in handy for salaried employees), and 'NoAddNoException' doesn't alert you about the exception or push up their hours. For "Minimum Hours," enter the number of hours to set as the minimum (we would put 8). 
  • Now it's time to set your maximum hours. The maximum hours are the maximum hours per pair, per day, or per week your employees are to work. Repeat the process you did for your minimum hours. Once you reach the "Action Type" you also have four actions you can choose to alert you of the flagged exception. Selecting "CapAndException" will put a cap on their hours and add an exception saying they're over. "ExceptionOnly" will not limit their hours and will only flag an exception, "CapOnly" will cap the hours but not flag an exception, and "NoCapNoException" doesn't cap the hours or generate an exception. 
  • Once you're done, you'll need to assign your minimum and maximum hour policies to the master profile so the system knows when to trigger an exception. Navigate over to your employees' master profile by going to the "Setup" tab and clicking on "System Menu." 
  • Select "Master Profiles" from the sidebar menu on the left and click on "01" Master. 
  • Now you can apply the policies using the appropriate drop down menus and click "Save." 

After you complete these requirements, your exception policy should be fully running! You will receive notifications when your employees work over and under hours.

To learn more about our cost effective and user-friendly cloud-based time and attendance software, check out our website at Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.
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