Schedule Adjustment vs. Official Business--Which One Should I file?

 

For most companies, even the basics of a daily job routine can trigger significant adjustments. Depending on which profession, employees always desire the benefit of flexibility. In some profession, work-from-home (or telecommuting) falls front and center, while others are required to adjust to different working environments. On Sprout HR, we recognize the need to constantly adapt to shifting work schedules and environments. 

 

In this knowledge base article, I shall discuss several scenarios wherein Schedule Adjustment and Official Business requests are applicable. Before anything else, let me differentiate the two: 

 

(1) Schedule Adjustment: an application for any change of shift for a day, for a couple of weeks or months, and for Rest days and Holidays even.

 

Schedule Type: Normal

Work Schedule: 9:30 AM - 6:30 PM (Monday to Friday)

No. of Hours to Work Including Break Hours: 9 hours

 

Scenario 1: Employee A was advised to change her schedule on September 10 (Monday) for an early in-home client meeting. Her immediate supervisor advised her to come to work on or before 8:00 AM. To complete her required 9 hours to work (inclusive of break) and to prevent her from incurring any undertime minutes, she needs to file a Schedule Adjustment for September 10 (Friday) from 8:00 AM up until 5:00 PM.

 

Scenario 2: On her rest day, Employee A received a phone call from her immediate supervisor to address a client's urgent concern. She was advised to stay in the office from 12:00 PM to 9:00 PM on a Saturday to finish everything that needs to be finished. To guarantee that she's properly compensated for the hours she rendered on a rest day, she has to file a Schedule Adjustment for that specific date from 12:00 PM up until 9:00 PM (important: make sure the padlock icon is clicked to indicate that the day is a working rest day).

 

Note: Schedule Adjustment applications do not serve as a replacement for biometric logs. It does not have the same function as a COA (Certificate of Attendance) or an Official Business. Even if an employee has an approved Schedule Adjustment, if he/she has no logs, COA, or Official Business, the system will automatically tag him/her as absent for the day.

Work Schedule: 9:00 AM - 6:00 PM (Monday to Friday)

No. of Hours to Work Including Break Hours: 9 hours

 

Scenario 1: Due to inclement weather, Employee B decided to work from home. Even though he was still obligated to fulfill his work obligations from 9:00 AM to 6:00 PM, he was allowed by his supervisor to do so remotely. To ensure that he still gets paid for the day, Employee B has to file an Official Business for that specific date from 9:00 AM to 6:00 PM.

 

Scenario 2: Last September 10, Employee B clocked-in at exactly 9:00 AM. At 1:00 PM that day, he had to leave the office for a client visit. After the visit, he immediately went home. To prevent him from having missing logs, Employee B needs to apply for an Official Business for September 10 from 9:00 AM up until 6:00 PM. 

 

Note: Even though an Official Business already serves as an employee's biometric logs, the time indicated on the OB application will not appear on the Attendance Management.