The Punch The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer. Interpretation Rules dictate how the timestamp and data collection devices process punches. You can create up to 256 punch interpretation rules.
Using punch interpretation rule values, the system determines:
- When punches link to a schedule
- Whether an employee has forgotten to punch in or out
- When punches are accepted and rejected at data collection devices or in the timestamp.
About punch interpretation rules
The following are the key concepts behind punch interpretation rules:
Margins and restrictions
Margins and restrictions are the basic components of punch interpretation rules.
Margins
Margins create windows of time around start and end times for schedules and breaks. The system uses margins to determine whether an employee punch is a scheduled in-punch, scheduled out-punch, or an unscheduled punch.
There are six margin types:
- Early start
- Late start
- End
- Early start break
- Late start break
- Late end break
Restrictions
Restrictions are points in time related to a schedule that prevent employees from punching in or out. Restrictions prevent employees from punching in if they are too early for a shift, too late for a shift, or unscheduled.
There are five restriction types:
- Early start
- Late start
- Begin early end
- Lift early end
- Late early end
Early start margin/Late start margin example
Early and late start margins are useful for a pattern of schedule start times. (For example, schedule start times are one hour apart.)
For example:
- When an employee punches too early for a scheduled shift (before the early schedule margin, which is 4 hours before the scheduled start by default), the employee is unscheduled. If the employee works into the scheduled portion of the shift (longer than 4 hours in default setting), he or she picks up the schedule and has come in early for the scheduled shift. If the employee punches out for the shift prior to the scheduled start, the shift is unscheduled.
- When an employee punches after the late schedule margin, the employee can still be considered working the shift as long as the punch is before the late end margin. (Typically, a punch within the late end margins is interpreted as an out-punch for the shift.) The employee is not absent for the shift and the employee is considered to have started late or missed the in-punch for the shift.
| Early start margin | Late start margin | ||
|---|---|---|---|
| 6 AM | 7 AM | 8 AM | |
|
Scheduled shift start time |
|||
End margin example
In this example, the default end margin of one hour (1:00) creates a two-hour window of time around the end of a scheduled shift, 3 PM.
When employees punch between 2 PM and 4 PM, the system interprets the punch as an out-punch for the scheduled shift that ends at 3 PM.
If the employee punches before the start of the end margin, the punch is rejected. If the employee punches after the end margin, the punch is flagged as a late out-punch.
| End margin | End margin | ||
|---|---|---|---|
| 2 PM | 3 PM | 4 PM | |
|
Scheduled shift start time |
|||
Early start/Late start restrictions example
In this example, there is a one-hour early start restriction and a 30-minute late start restriction on a schedule that starts at 7 AM. Employees can punch in only between 6 AM and 7:30 AM. Before 6 AM or after 7:30 AM, their punches would be rejected.
The early start restriction applies to employees unless they are considered unscheduled. The Early and Late Start Margins determine unscheduled time.
| Early start restriction | Late start restriction | ||
|---|---|---|---|
| 6 AM | 7 AM | 7:30 AM | |
|
Scheduled shift start time |
|||
Early end/Lift early end/Late end restriction example
In this example, employees are not allowed to punch out for one hour before the scheduled shift end time of 4 PM and thirty minutes after the scheduled end time. However, there is Lift Early End Restriction duration of 15 minutes. This duration means that employees can punch out from 3:45 PM through 4:30 PM.
| Schedule shift
end time 4:00 PM |
|||||
|---|---|---|---|---|---|
|
Early end restriction 3:00 PM |
Lift early end restriction 3:45 PM |
Late end restriction 4:30 PM |
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Configure punch interpretation rules
Configure a full punch interpretation rule or a simple punch interpretation rule. Use the full rule to enforce complex schedules such as unscheduled shifts, breaks, and early and late start restrictions. Use the simple rule to enforce basic schedule scenarios. For example, simple schedules are appropriate for retail environments, where managers cannot always track the ins and outs of employees. They are also appropriate for organizations who have minor employees that require strict time regimens.
Select Administration > Application Setup > Pay Policies > Pay Rule Building Blocks > Punch Interpretation Rules.
Use the following information to begin defining punch interpretation rules.
- Punch Restrictions — Select Full or Simple to specify that the device enforces full or simple schedules. The simple schedule eliminates many of the selections on the Punch Interpretation Rules page.
- Allow Overrides — Select Yes or No to determine if supervisors can override schedules or the Enforce Breaks option.
The remaining options depend on whether you select Full or Simple punch restrictions.
Full punch restriction options
Use the following options to configure full punch restriction rules.
Note: The explanations and examples here represent relatively simple and common uses of punch restriction rules. Use caution when using combinations of these options to ensure that punches are processed according to your requirements. If necessary, consult with your UKG Representative.
Schedule Start
These fields enable you to specify early and late start margins and restrictions. Margins help the system determine whether an in-punch is synchronized with a schedule, is unscheduled, or is considered the start of a break. Restrictions prevent employees from punching in when they are too early or late for a shift, or are unscheduled.
- Early Start Margin — Specifies how long before a scheduled start time employees can punch in and still be assigned to the schedule.
- The Early Start Margin is most useful when employees have more than one possible scheduled shift.
- The default is 4:00.
- Early Start Restriction — A duration of time before the start of a scheduled shift. If employees punch before the specified duration of time, the punch is rejected.
- Set the restriction to 24:00 if you do not need to restrict employees from punching in early for a shift.
The early start restriction applies to employees unless they are considered unscheduled. Early and Late Start Margins determine unscheduled time. - Late Start Restriction — A duration of time after the start time of a scheduled shift. If employees punch after the specified duration, the punch is rejected.
- Set the restriction to 24:00 if you do not need to restrict employees from punching in late for a shift.
The late start restriction applies to employees unless they are considered unscheduled. Early and Late Start Margins determine unscheduled time. - Late Start Margin — Specifies how long after a scheduled start time employees can punch in and still be assigned to the schedule. The Late Start Margin is most useful when employees have more than one possible scheduled shift.
Missed In
The Missed In value helps the system determine whether employees forgot to punch in when they returned from a break or at the start of a shift. Missed In is based on a duration of time before and after the end of a shift.
End Margin — A duration of time before and after the scheduled shift end. Enables the system to interpret when employees forget to punch in when they return from a break or at the start of a shift.
The End Margin creates a range of time around the scheduled shift end. To calculate the start of the range, the system subtracts the End Margin from the end of the shift. To calculate the end of the range, the system adds the End Margin to the end of the shift. The End Margin uses actual punches, not rounded Rounding is a way to simplify payroll accounting and reporting, and to enforce shift start and end times. Punch rounds divide hours into equal segments of an hour. punches.
Punches that fall within the range are processed as out punches.
Breaks
Specify whether timestamp or the data collection device enforces the breaks in the employee’s schedule.
Note: The Maximum Out and Minimum Meal settings are associated with breaks, but they are not used by the data collection device to accept or reject a punch. The Maximum Out and Minimum Meal settings are not part of the Enforce Breaks feature, which is used to accept or reject punch attempts based on the employee’s schedule.
- Maximum Out — The maximum elapsed time that an employee can punch out at a time clock for a break. When the elapsed time since the OUT punch is exceeded the data collection device will treat the punch as an IN punch not an OUT punch.
- Employees should see their managers about the missing in punch.
- Minimum Meal — The minimum amount of time that is allowed for a meal break.
- This value can be used to enforce legally required amounts of time.
- Enforce Breaks — Specifies whether time clock or Time stamp enforces breaks. This setting uses the scheduled shifts, breaks or meals that have been configured for an employee in their schedule.
- If you select this option, employees must remain punched out for the entire break. This applies to the shortest configured break associated with the work rule. The length of the scheduled break will be enforced, and any punches during the break will be rejected. Punch attempts before or after the scheduled break will also be rejected if they are not within the early start or late start break margins.
Using the Allow Overrides feature will not allow a Manager to override this behavior. This includes punching in early from a break, or starting a break outside the break margins.
This option applies to minor and adult employees. - Early Start Break Margin — Specifies how long before scheduled breaks and meals employees can punch out. If employees try to punch for a break or meal before the margin, an error message occurs.
- Late Start Break Margin — Specifies how long after the start of scheduled breaks and meals employees can punch out. If employees try to punch for a break or meal after the late margin, an error message occurs.
- Late End Break Margin — The amount of time after the break or meal that employees can still punch back in. If employees try to punch in after this time, Time stamp or the data collection device displays an error message and the punch is rejected.
Schedule End
Apply an end restriction to prevent employees from punching out before or after a scheduled end time.
- Begin Early End Restriction — A point in time before the scheduled end of a shift when employees cannot punch out. If you use this restriction, set a Lift Early End Restriction, which ends the Begin Early End restriction period. The Begin Early End Restriction must be longer that the Lift Early End Restriction. The Begin Early End Restriction default is 24:00. If you accept this default, employees are not restricted from punching out early.
- Lift Early End Restriction — A point in time before the end of a scheduled shift when the Begin Early End restriction is lifted. Employees can punch out before the scheduled end time.
- To use this restriction, must also set a Begin Early End Restriction, which prevents employees from punching out too early in a shift. The Lift Early End Restriction cannot exceed the Begin Early End Restriction. The Lift Early End Restriction default is 24:00 and does not restrict employees from punching out early.
- Late End Restriction — The maximum amount of time, after the scheduled end time, that employees can punch out. If employees try to punch out after this margin, an error message displays at the data collection device and their punches are rejected.
Missed Out
Specifies when the system considers a punch a missed out punch.
Missed Out Limit — Establishes the missed out-punch limit. Any punch after the missed out-time starts a new shift. To calculate the missed out-time for scheduled employees, add the Missed Out Limit to the scheduled end time.
Note: In the timecard, a missed out exception is triggered when an employee's shift ends and an out punch is not added. The missed out limit is the range of time the employee has to add an out punch to replace the missed out exception. If they punch after the missed out limit expires, that punch begins a new shift.
For unscheduled employees, the missed out-time is calculated based on the in-punch plus the values for Missed Out Limit and Unscheduled Shift Length.
For example, an unscheduled employee punches in at 9:00 A.M. The Missed Out Limit is 16:30 hours and the Unscheduled Shift Length is 8:00 hours. If they do not punch out by 9:30 A.M. the next day, a missed-out exception appears on their timecards.
The Missed Out Limit also helps data collection devices maintain employee status - whether employees are in or out. When employees swipe their badges at devices, the devices display whether in-punches or out-punches occurred. You are required to program some data collection devices to recognize the Missed Out Limit. See the administrator guide for data collection for more information.
Unscheduled
Specifies how the system treats punches for unscheduled employees.
- Restrict Unscheduled in-punches — Select to instruct the Time stamp or device to reject in-punches from employees who do not have a scheduled shift.
- Unscheduled Shift Length — Establishes the end of an unscheduled shift. The system adds the length you specify to the in-punch to calculate the expected shift end.
- For example, if unscheduled employees punch in at 7:00 A.M. and the unscheduled shift length is 8:00, the expected end of the shift is 3:00 P.M.
Simple punch restriction options
Use the following information to specify simple punch restriction rules.
Note: The explanations and examples here represent relatively simple and common uses of punch restriction rules. Use caution when using combinations of these options to ensure that punches are processed according to your requirements. If necessary, consult with your UKG Representative.
Schedule Start
Specify early and late start margins and an early start restriction. Margins help the system determine whether an in-punch is synchronized with a schedule. The restriction prevents employees from punching in if they are too early or late for a shift, or are unscheduled.
- Early Start Margin — How long before a scheduled start time employees can punch in and still be assigned to the schedule. The Early Start Margin is most useful when employees have more than one possible scheduled shift.
- Early Start Restriction — A duration of time before the start of a scheduled shift. If employees punch before the specified duration of time, the punch is rejected.
- Set to 24:00 if you do not need to restrict employees from punching in early for a shift.
The early start restriction applies to employees unless they are considered unscheduled. Early and Late Start Margins determine unscheduled time. - Late Start Margin — A duration of time after the start time of a scheduled shift. If employees punch after the specified duration, the punch is rejected.
- Set the restriction to 24:00 if you do not need to restrict employees from punching in late for a shift.
The late start restriction applies to employees unless they are considered unscheduled. Early and Late Start Margins determine unscheduled time.
Missed In
The Missed In value helps the system determine whether employees forgot to punch in when they return from a break or at the start of a shift. Missed In is based on a duration of time before and after the end of a shift.
End Margin — A duration of time before and after the scheduled shift end. Enables the system to interpret when employees forget to punch in when they return from a break or at the start of a shift.
The End Margin creates a range of time around the scheduled shift end. To calculate the start of the range, the system subtracts the End Margin from the end of the shift. To calculate the end of the range, the system adds the End Margin to the end of the shift. The End Margin uses actual punches not rounded punches.
Punches that fall within the range are processed as out punches.
Schedule End
Late End Restriction — The maximum amount of time that employees can punch out after the scheduled end time. If they try to punch out after this margin, an error message displays at the data collection device and their punches are rejected.
If you change this value to 24:00, which is the default for Full Punch Restrictions, the 4500 device ignores the restrictions. The 4500 device uses the Early Schedule Margin and End Margin settings instead.
Missed Out
Specifies when the system considers a punch a missed out punch.
Missed Out Limit — Establishes the missed out-punch limit. Any punch after the missed out-time starts a new shift. To calculate the missed out-time for scheduled employees, add the Missed Out Limit to the scheduled end time.
Note: In the timecard, a missed out exception is triggered when an employee's shift ends and an out punch is not added. The missed out limit is the range of time the employee has to add an out punch to replace the missed out exception. If they punch after the missed out limit expires, that punch begins a new shift.
The Missed Out Limit also helps data collection devices maintain employee status - whether employees are in or out. When employees swipe their badges at devices, the devices display whether in-punches or out-punches occurred. You are required to program some data collection devices to recognize the Missed Out Limit. See the administrator guide for data collection for more information.
Unscheduled
Specifies how the system treats punches for unscheduled employees.
Unscheduled Shift Length — Establishes the end of an unscheduled shift. Add the unscheduled shift length to the rounded in-punch to calculate the expected shift end.
For example, if unscheduled employees punch in at 7:00 A.M. and the unscheduled shift length is 8:00, their expected shift ends at 3:00 P.M.