How to Create Long/Short Break Exceptions

Last Updated: Aug 17, 2015 01:15PM EDT
You may allow your employees to take breaks for an allotted period of time, and want to be notified of whether they are taking breaks that exceed the allotted time or are under that time. To do this, you can set up a long break and short break exception policy so breaks that are under or over the allotted time frame are flagged, and you can address these inconsistencies at your discretion. Here's how to set up a long/short break exception policy:
  • 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 "Long Break" you would select "LongBreak" and for "ShortBreak" you would select "ShortBreak." 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.
  • Now you need to set up a break policy if you haven't already. Click on "Break Policies" from the left sidebar menu, and then click the yellow "Add" button.
  • We have an article dedicated to explaining how to set up a break policy. Here are the basic fields you'll need to concern yourself with. After creating a "Code" and "Description" and selecting whether your break is paid, enter the break length by "Allowed Hours" (our policy shows a half-hour paid break). For "Allowed Break Type" choose between 'PerBreak' and 'PerDay.' Select 'PerBreak' if you'd like your employees to get up to half an hour  each time they punch out for a break. Select 'PerDay' to allow your employees to take up to half an hour's worth of breaks a day - any breaks totaling up to 30 minutes will be counted. For "Max Break (Minutes)," enter the maximum amount of time you consider to count as a break (our policy shows a 120 minute break). For "Max Break Type" choose between 'PerBreak' and 'PerDay.' Select "PerBreak" if your employees will get to take up to 120 minutes off each time they take a break, after which you will stop paying for break time. Select "PerDay" if you'd like to cap your employees' breaks at the max break type per day, and not pay once your employees' have exceeded that cap. For the "Division Earning Code" you can select which earning to use. Click "Save" to finish.
  • Once you're done, you'll need to assign your break 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! An exception will be flagged within the Time Card whenever an employee goes over or under their allowed break time. As you can see, in this example an employee has taken two breaks past their 30 minute allowed break, which has triggered our "LB" code to appear twice. 

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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