How Does the No. of Hours to Work Impact Attendance?

The No. of Hours to Work is set to an employee’s profile, under Work Schedule tab on Sprout HR. It is important to note that this should be the total hours that the employee needs to complete and should be inclusive of any kind of break within the period of an employee's shift. This should be set up correctly to avoid any incorrect computations on the attendance. The no. of hours to work greatly affects the following:

 

1. Night Differential (ND) Hours

• Employee’s schedule is from 3:00 PM – 12:00 AM, and break is from 7:00 PM – 8:00 PM.
• In this case, the no. of hours to work (inclusive of break) should be set as 9 hours.
• Below is the comparison of the ND hours when the no. of hours to work is incorrectly set and correctly set, respectively:

No. of hours to work	8 hours	9 hours
Breakdown of ND hours counted	10:00 PM – 11:00 PM	10:00 PM – 12:00 AM
Computed ND hours	01:00	02:00

• Notice that when the no. of hours to work is incorrectly set to 8 hours, the ND hours were counted only until 11:00 PM (the last hour 11:00 - 12:00 is no longer counted because it is the 9th hour). This is because based on the employee’s schedule, the start of the shift is 3:00 PM and from that time, the 8th hour is until 11:00 PM only.
• But when the no. of hours to work was correctly set to 9 hours, the ND hours were counted until 12:00 AM which counts as the 9th hour from the start pf shift.

2. Rest Day (RD) Hours

• Employee’s schedule is from 8:00 AM – 5:00 PM, and the break is from 12:00 PM – 1:00 PM.
• He has an approved schedule adjustment on his rest day with the same shift hours as his normal schedule.
• In this case, the no. of hours to work (inclusive of break) should be set to 9 hours.
• Below is the comparison of the RD hours when the no. of hours to work is incorrectly and correctly set, respectively:

No. of hours to work	8 hours	9 hours
Breakdown of RD hours counted	8:00 AM – 4:00 PM	8:00 AM – 5:00 PM
Computed RD hours	07:00 (8 hours less break)	08:00 (9 hours less break)

• When the no. of hours to work is incorrectly set to 8 hours, the RD hours counted were only until 4:00 PM, after which the one hour break is deducted. This is because based on the employee’s schedule, the start of the shift is 8:00 AM and from that time, the 8th hour is at 4:00 PM.
• However, when the no. of hours to work is correctly set to 9 hours, the RD hours counted were until 5:00 PM, after which the one hour break is deducted -- because the 9th hour from the start of the shift, (which is 8:00 AM) is 5:00 PM. 

3. Special/Legal Holiday Hours

• Employee’s schedule is from 8:00 AM – 5:00 PM, and the break is from 12:00 PM – 1:00 PM.
• He has an approved schedule adjustment on a holiday with the same shift hours as his normal schedule.
• In this case, the no. of hours to work (inclusive of break) should be set as 9 hours.
• Below is the comparison of the holiday hours when the no. of hours to work is incorrectly set and correctly set, respectively:

No. of hours to work	8 hours	9 hours
Breakdown of holiday hours counted	8:00 AM – 4:00 PM	8:00 AM – 5:00 PM
Computed holiday hours	07:00 (8 hours less break)	08:00 (9 hours less break)

• Yet again, when the no. of hours to work is incorrectly set to 8 hours, the holiday hours were counted only until 4:00 PM, after which the one hour break is deducted. The explanation for this goes the same as in the previous number.
• But when the no. of hours to work was correctly set to 9 hours, the holiday hours were counted until 5:00 PM, for the same reason given in the previous item.

4. Half Day Leaves of Flexi Employees

• The computation of what is the first half or the second half of a flexible employee’s core hours greatly depends on the no. of hours to work set on his profile.
• To understand further how this works, you may refer to this article – How Do Pre-Shift & Post-Shift Thresholds Work?

 For any questions or concerns you may have regarding this, feel free to message us at [e-mail]. We look forward to hearing from you.