Setup Meal & Rest Break Schedule

The Break Schedule module is available to setup Meal and Rest Schedules and link them to the employee location (State) and reporting period. The schedules will be used to validate for timesheets Clock In/out or Time In/Out entries.

Required Modules to enable Break Tracking:

1. Setup the break schedule (this page) to setup the actual break schedule for Meal and Rest.

2. Location: Link the break schedules to each location where break tracking is required.

3. Time Reporting Period: Enable Meal and/or Rest Break.

Break Schedule Set Up Steps

Expand Time by clicking on the arrow .

1. Click on Break → Break Schedule

2. Click on Add

Open

3. Add the following fields.:

   • Name: Give the Break a unique name

   • Break Type: Select of the following options Meal or Rest

   • Minimum hours between shifts: The number of hours between shifts on the same day or the next day.

   • Minimum minutes between shifts: The number of minutes between shifts on the same day or the next day - added to hours, above.

   • Tolerance Minutes: The number of tolerance minutes.

   • Grace Period Start in Minutes: The number of minutes the user is allowed to take the break earlier than the rule time.

   • Grace Period End in Minutes: The number of minutes the user is allowed to take the break later than the rule time.

   • Message for Break Taken Above Limit: User definable message when the user takes more break time than allowed/required limit. The dynamic keywords to add to the message are:

     • Shift start <SHIFT_START>

     • Shift End <SHIFT_END>

     • Charged Hours <CHARGE_AMT>

     • Required Hours <REQ_AMT>

       • An example: <SHIFT_START>-<SHIFT_END> Meals taken =<CHARGE_AMT> above than<REQ_AMT> allowed limit or Not eligible. You need to adjust your break taken to the allowed break eligibility

   • Description: Note Description

4. Click on Save

Schedule Detail Set Up Steps

Once the schedule header is saved, you need to go to the following tabs to set up the actual schedule and assign the time codes that is part of the schedule.

Open

Schedule Details Tab - In this tab you will add the Min Hour, Min Minutes, Max Hour, Max Minute range.

For example, if you break schedule is between 5 to 10 hours, and you need 30 minutes break then you would need to setup Min Hour = 5 and Max Hour =10 and then Allow Duration in Minutes = 30. Break required options is Yes or Optional.

1. If Break required = Yes then the user will be required to take the allowed break if it falls with the break schedule or if the user did not take the break then they will be required to provide a waiver note explaining why they did not take the required break.

2. If it is optional, then the system will only display to the user that they need to take a break but note is not required if they did not take the break.

The Description field will be used to provide more information to the user when the validation break pops up for the user . Here is an example of what the user will see.

Time Code Set Up Steps

Time Code Tab: In this type, you would need to assign the time code that do require Break tracking such as Regular Time, Standard time, Overtime etc.

Location Set Up Steps

After you complete the break schedule setup for a Meal and/or Rest Break, then go to the Location setup under the Organization menu to assign the schedule for a Meal and/or Rest Break.

For example, for the state of California, if you have a Location called California, then setup two schedules, one for Meals Break and another for Rest Break, and then go the Location setup and assign both schedules to that location.

Reporting Period Set Up Steps

The Reporting Period that is assigned to the employee for the specific location needs the Break Meals and/or Rest Tracking enabled and also if the break hours are paid or not.