Rounding Policies for ExakTime

While employees are working throughout the work week, you may need to round their time to the nearest few minutes or to a specific time, such as to the nearest 15 minutes for easier payroll calculations or to establish when a location can "begin" working. This can be set to be based on the employee that is working or based on the location worked.

After a time record has been rounded, the new rounded time record will be permanent. Disabling any of the "Rounding" policies will not revert a time record back to its original time. If you were to change the time rounding settings after a time record has been already been rounded, it will not look at the original time and will only look at the newly rounded time for any further roundings. 

Before setting up your policy options, it may be helpful to refer to your employment counsel to ensure that any of the options enabled are appropriate for your region/industry.

 Using In/Out and Time Range Rounding

If you will be using both the In/Out Rounding and Shift/Time Range Rounding, please keep in mind that the In/Out Rounding will occur before the Shift/Time Range Rounding.

  Additional Information

While this article covers our overtime policies, we also have articles for employee and location based policies: Employee Policies and Location Policies

Employee Based Rounding

Employee based rounding is setup with your policy groups. When the policy group is assigned to an employee, their time will be rounded based on the rounding rules for that policy group.

Finding Employee Policies

  • Go to Manage and click on Policies from the top menu bar.

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  • Click on the policy group to adjust or create a new group. For more information regarding the creation of a new policy group, please refer to the following article: How to Create a New Employee Policy Group

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Employee Rounding Policies

In/Out Rounding

Round an employee's punches to the nearest set of minutes. It can also be set up to only apply to the first and last punch of the day with a threshold of how long their workday generally is. A common setting is to the nearest 15 minutes. 

How this rounding setting works is that an employee's clock in would first go to the nearest minute (an employee clocking in at 7:06 and 38 seconds would round to 7:07 AM), then it would round to the nearest specified minutes.

For example with a 'nearest 15-minute rounding', If an employee's clock in/out is at 7:07 AM, it would round to 7:00 AM. If an employee's clock in is at 7:08 AM, it would round to 7:15 AM.

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Time Range Rounding

Time range rounding is intended for when employees' start/end time cannot occur before or exceed a certain time frame.

After specifying the time range for a punch in or out, any punches that occur during the time window are rounded to the specific time you want. This allows the employee to clock in early before their day starts if they get there early, but do not receive the extra time.

It is best to let your employees know that if they were to clocking in/out within a certain time range, they are not expected to be paid for the time.

In the example below, if there is a clock in between 7:30 AM and 8 AM, the time punches are adjusted to 8 AM instead.

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Location Based Rounding

The in/our rounding or shift rounding can be based on the location that an employee is working at which will take priority over their employee based rounding, if any.

Finding Location Policies

  • Go to Manage, then click on Locations.

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  • Click the pencil icon to the left of any location.

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  • Within the location details, click Policies.

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Location Rounding Policies

In/Out Rounding

Used to round an employee's punches to the nearest set of minutes (e.g. nearest 15 minutes). It can also be set up to only apply to the first and last punch of the day with a threshold of how long their work day generally is. If you are using both the In/Out Rounding and Time Range Rounding, please keep in mind that the In/Out Rounding will occur BEFORE the Time Range Rounding.

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Time Range Rounding

Used for when an employee should be working at a specific time. After specifying the time window for a punch in or out, any punches that occur during the time window are rounded to the specific time you want (e.g. employee clocks in between 7:30 AM and 8 AM, the time punches are adjusted to show 8 AM instead.) This allows the employee to clock in early before their day starts, but not actually pay them the extra time. If you are using both the In/Out Rounding and Time Range Rounding, please keep in mind that the In/Out Rounding will occur BEFORE the Time Range Rounding.

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