HRIS: Tools To Setup Employee Flexi-time Schedule

Setting up employee flexi-time schedules within an HRIS (Human Resource Information System) requires tools that allow flexibility in work hours while ensuring the tracking of time worked, compliance with labor regulations, and alignment with company policies. Flexi-time allows employees to choose when they start and finish their workday, within a defined range of core hours or requirements (e.g., a mandatory number of hours per week).

Key Features:

1. Core Hours Setup:
   • Define Core Hours: Flexi-time systems typically have "core hours" during which all employees must be available for work, while allowing flexibility outside these hours. For example, core hours may be 10 AM to 3 PM, but employees can start work anytime between 7 AM and 9 AM and finish between 3 PM and 7 PM.
     • Example: Set the core hours as 10 AM – 3 PM, where employees must be present or reachable, while giving them the freedom to choose their start and end times within the remaining hours.
2. Customizable Work Time Blocks:
   • Create Flexible Shifts or Time Blocks: HRIS systems allow managers to define customizable work time blocks or shifts. For example, you can set up an option where employees are required to work 8 hours a day, but they can choose their shifts, as long as they meet the total hours required.
     • Example: Employees can log in and set their work hours for a day, as long as they cover the 8-hour work period and adhere to company policies.
3. Time Tracking and Logging
   • Automated Time Tracking: Employees on flexi-time will still need to record the actual hours they work. HRIS platforms usually include time tracking and clock-in/clock-out features that track when employees start and end their workday.
     • Example: Employees can use a time clock feature to record their start and end times, ensuring that the total number of hours worked is accurately captured.
   • Timesheet Submission: Employees can submit their timesheets weekly or monthly to ensure all hours worked are logged. HR managers can review and approve these submissions to ensure compliance with company and labor regulations.
4. Work Hour Rules and Flexi-Time Compliance:
   • Track Weekly Hours Requirements: Flexi-time typically has an overarching rule for the total number of hours worked during a week (e.g., 40 hours/week), so employees can adjust their daily work schedules to meet those requirements.
     • Example: You can define a rule that an employee must meet 40 hours in a workweek, but the system allows flexibility on how those hours are distributed across the week.
   • Overtime and Break Rules: Even with flexi-time, it’s important to configure automated rules around overtime, break periods, and maximum working hours, ensuring that employees don’t exceed legal working hours or company limits.
     • Example: Automatically flag if an employee works over 10 hours in a day or more than 40 hours in a week and apply appropriate overtime rates.
5. Employee Self-Service for Schedule Management:
   • Employee Flexibility to Manage Own Hours: Many HRIS platforms offer an employee self-service portal that lets employees view, adjust, and request their work schedules based on their preferences. This allows employees to submit their desired shifts or time blocks and request approval.
     • Example: Employees log into the portal and submit their preferred work hours for the upcoming week or month, which a manager can approve or modify.
   • Request Time Off or Adjust Hours: Employees can easily submit requests for time off (e.g., vacation, sick leave) and adjust their flexi-time schedules based on the request approval.
     • Example: An employee requests to shift their work hours to accommodate a doctor's appointment or personal event. The HRIS lets them submit the request and allows the manager to approve the change.
6. Flexible Work Patterns (Day/Week Configuration):
   • Part-Time and Compressed Work Week: HRIS platforms can allow employees to create compressed workweeks (e.g., 4 10-hour days instead of 5 8-hour days) or part-time schedules within the flexi-time structure.
     • Example: An employee can choose to work 10 hours a day for four days, instead of working 8 hours a day, five days a week, as long as the total hours worked per week remain consistent.
   • Shift Adjustments: If an employee needs to adjust their schedule to accommodate an urgent situation, the HRIS system should allow them to easily request changes (e.g., switching days, changing start/end times) without violating work hour rules.
     • Example: An employee requests to start at 6 AM one day and end by 2 PM, which is approved based on the core work rules.
7. Time-Off and Absence Management Integration:
   • Integrated Time-Off Requests: Flexi-time employees may need to take time off while keeping their work schedules flexible. An HRIS can integrate time-off management with flexi-time schedules, so employees can request and track leave without disrupting their flexi-time commitments.
     • Example: When an employee requests a day off, the HRIS will automatically update their flexi-time schedule to account for the absence and ensure compliance with the employee’s work hour rules.
   • Leave Balances and Approvals: Employees can track their available leave days (e.g., vacation, sick leave) and submit leave requests for approval through the HRIS. This helps ensure that their flexible schedules are accurately updated when leave is taken.
8. Shift Swap and Schedule Flexibility Tools:
   • Shift Swap for Flexi-Time: Employees on flexi-time may occasionally need to swap shifts to accommodate personal schedules. Many HRIS platforms provide tools that allow employees to request shift swaps with other colleagues, subject to approval by management.
     • Example: An employee requests to swap a shift with a co-worker, and the HRIS sends the request to the manager for approval, ensuring that the schedule remains balanced.
9. Reporting and Analytics:
   • Work Hours Tracking and Reporting: With flexi-time schedules, HR teams need to track hours worked against weekly/monthly goals. HRIS systems often come with reporting tools that help managers analyze how many hours each employee is working and whether they’re meeting their targets.
     • Example: A report can be generated that shows the total hours worked by each employee in a week, making it easy to identify if someone is under or over their expected hours.
   • Labor Cost Management: You can also use the reporting tools to analyze labor costs based on flexi-time schedules. This ensures that the company stays within budget and that employees are not overworking or underworking.
     • Example: The HRIS can generate a report that helps managers understand labor cost efficiency based on the flexible work schedules.
10. Mobile Access and Notifications:
    • Mobile Flexi-Time Management: Many HRIS systems offer mobile apps that allow employees to manage their flexi-time schedules on the go. Employees can log hours, submit shift requests, request time off, or track their attendance directly from their phones.
      • Example: Employees can access their flexi-time schedules on the mobile app, make adjustments, request changes, and view approvals all from one place.
    • Push Notifications for Schedule Changes: HRIS platforms can send automated notifications when there are changes to the flexi-time schedule, such as an approval of a schedule change or a pending time-off request.
      • Example: An employee receives a push notification confirming their requested shift change or a reminder to log their work hours.
11. Integration with Payroll and Compliance:
    • Seamless Payroll Integration: Once the employee’s flexi-time schedule is set and time worked is tracked, the system integrates with payroll to calculate pay accurately based on hours worked. This is especially important for ensuring compliance with regulations related to overtime or wage laws.
      • Example: If an employee works extra hours during the flexi-time period, the system will automatically calculate overtime pay and update the payroll accordingly.
    • Compliance with Local Labor Laws: HRIS platforms typically have built-in compliance features that ensure the flexible work schedule adheres to local labor laws (e.g., maximum working hours, mandatory rest periods, overtime pay).

Conclusion:

Setting up a flexi-time schedule in an HRIS allows employees to work within flexible hours while ensuring that they meet organizational needs and compliance requirements. Using HRIS tools such as customizable work schedules, automated time tracking, reporting, and self-service features can help streamline the management of flexible work hours, enhance employee satisfaction, and ensure accurate payroll processing.