Configure muster roll

The term muster roll is usually used to refer to a labor attendance register that is maintained at work sites. Typically used in India, the muster roll is a statutory report that provides information on each employee’s worked days and unworked days due to excused leave or unexcused leave.

A muster roll provides:

  • Daily status to indicate if the employee worked or did not work
  • Summary count of worked and unworked days for the selected time period

You can create a Dataview that provides this information or contact your UKG Representative to create a custom report.

Step 1: Configure Timekeeping

The key element of the muster roll report is to identify the days when an employee is present to work. This can be a full day of work or a half day of work. To that end, a number of Timekeeping building blocks must be configured.

Define paycodes

Note: A money-based paycode called Muster Present Bonus, which is used to associate with a bonus rule, is provided by default.
  1. Define "worked" and "unworked" paycodes that are hours-based paycodes, such as Regular, OT, and so forth, as described in Paycode definition.
  2. Define a combined paycode called Muster Worked and add all defined "worked" paycodes to track worked time, as described in Combined Paycodes. When creating Muster Worked combined paycode, do not select the following check boxes:
    • Visible in Report Options and Report Totals
    • Visible on Totals tab in Timecard
  3. Define an hours-based paycode called Muster Unscheduled that will be used later by the schedule deviation:
    • Type — Standard
    • Unit — Hours
    • Multiplier — 0.00 (This assumes that unscheduled worked time is not paid.)
    • Suite-wide Options — Clear all check boxes
    • Time and Attendance Options — Clear all check boxes
    • Scheduling Options — Do not configure
  4. Define an hours-based paycode called Holiday that can be used in the Holiday Credit Rule and mapped to a Muster Roll leave code for holidays as described in Paycode definition. Set the following attributes in the New Pay Code Definition page:
    • Type— Standard
    • Unit— Hour
    • Multiplier— 1.0
  5. Define a day-based paycode called Weekly Off to track planned off days. You must use this paycode in schedule patterns to ensure that there is a paycode edit transaction for the days that an employee is not scheduled to work. Without this paycode edit, “Weekly Off” days cannot be identified in the Muster Roll report. The pay code created for this purpose will be mapped to the appropriate Leave Code (WO - Weekly Off)
    Set the following attributes in the New Pay Code Definition page:
    • Type — Standard
    • Unit — Day
    • Multiplier — 0.00
    • Suite-wide Options — Clear all check boxes
    • Time and Attendance Options — Clear all check boxes
    • Scheduling Options — Do not configure

Update Holiday Credit Rules

Because holidays are a special condition for the muster roll, the Holiday day-based paycode is used to identify the holiday, which can then be mapped to a corresponding Muster Roll leave code.

  1. Modify the Holiday Credit Rules so the single pay code used in the Holiday Credit Rule can be mapped to a Muster Roll leave code for “Holiday.”
    1. Click Credits tab.
    2. Change the Amount to 1:00.
    3. Click - Save .
  2. Create a Holiday Profile for the muster functionality that uses the Holiday Credit Rule modified in step 1.
  3. Assign the Muster Holiday Profile to the appropriate Employment Terms. If necessary assign the employment term to employees in People Information.
    1. From the Main Menu, go to Maintenance > People Information.
    2. Select the appropriate employees.
    3. In Timekeeping > Timekeeper, select the appropriate employment term in the Employment Terms field.
    4. Click Save .

Define bonus rules

Although bonus rules are typically used for monitory assignments, the muster roll uses bonus rules as a means to evaluate the number of hours worked by an employee on a given day. The following is an example that uses three bonus rules that have thresholds to determine a full day, half day or no day of work for an employee. Your requirements may be different.

  1. From the Main Menu, go to ( Application Setup > Work Rule Building Blocks > Bonuses/Deductions).
  2. Click New and complete the following fields to create three bonus rules:
    • Present Full Day— This bonus rule triggers a paycode total value of 1.00 in the Muster Present Bonus paycode when the employee works 6 hours or more for a specific shift. This is considered being present for a full day. You may configure a different number of hours worked to achieve a full day.
    • Present Half Day— This bonus rule triggers a paycode total value of 0.50 in the Muster Present Bonus paycode when the employee works between 4 hours and 6 hours for a specific shift. This is considered being present for a half day. You may configure a different number of hours worked to achieve a half day.
    • Present None— This bonus rule triggers a paycode total value of 0.00 in the Muster Present Bonus paycode when the employee works between 0 hours and 3:59 hours for a specific shift. This is considered not being present for the day. You may configure a different number of hours worked to be considered not present.

    Field

    Bonus Rule 1

    Bonus Rule 2

    Bonus Rule 3

    Name

    Present Full Day

    Present Half Day

    Present None

    Amount

    1.00

    0.50

    0.00

    Applies On

    All days (Monday to Sunday)

    All days (Monday to Sunday)

    All days (Monday to Sunday)

    Is Exception

    Pay code

    Muster Present Bonus

    Muster Present Bonus

    Muster Present Bonus

    Triggered by

    Paycode

    Paycode

    Paycode

    Pay code to trigger

    Muster Worked

    Muster Worked

    Muster Worked

    Minimum

    6:00

    4:00

    0:00

    Maximum

    99:59

    5:59

    3:59

    Time Period

    Shift

    Shift

    Shift

    All other settings remain configured with the default for a Bonus Rule definition.

Define and assign a schedule deviation

Time worked by an employee outside of their scheduled shift does not count toward the time worked that is used to determine if the employee is present for a full day or half day or not all, as determined by the Bonus Rules. Unscheduled “worked” time must be recorded in a different paycode that is not configured in the Muster Worked combined paycode. This can be accomplished by defining a schedule deviation and including that deviation in the appropriate Combination Rule(s) and Pay Code Distribution(s).

Note: You can contact your UKG Representative to create a Schedule Deviation and add it to your pay Rules correctly to accommodate this requirement.
  1. From the Main Menu, go to Administration > Application Setup > Pay Policies > Work Rule Building Blocks and select Schedule Deviations), then do the following:
    1. Click to open a new field
    2. Enter the name: Muster Unscheduled
    3. Select the following check boxes:

      Before Shift

      After Shift

      Not Scheduled

      Do not select the Requires approval check box.
  2. Add the defined schedule deviation to the Select Items tab in the appropriate Combination Rules. See Combination Rules for more information.
  3. Configure the appropriate Pay Code Distributions with a Combination Rule that includes the schedule deviation and configures the application to store the totals from the schedule deviation in the Muster Unscheduled paycode, for example:

    Overtime

    o

    o

    o

    Zone, Schedule Deviation

    Default

    40 Hour Weekly

    8.5 Hour Overtime

    o

    Default

    o Regular

    o Weekly Overtime

    o Daily Overtime

    o

    Muster Unscheduled

    o Muster Unscheduled Paycode

    o Muster Unscheduled Paycode

    o Muster Unscheduled Paycode
    Note: The Muster Unscheduled paycode must never be included in the Muster Worked combined paycode. By excluding this paycode from the Muster Worked combined pay code, the hours related to unscheduled worked time will never be considered when evaluating the Bonus Rules to determine presence.

Accommodate day divide if necessary

If you have employees who work shifts that cross the day divide (typically midnight, but is configurable), you must have a pay rule that uses a fixed rule that has the Hours belong to setting set to Scheduled in-day. This ensures that worked time applies correctly to the day that the employee began work or was supposed to begin work.

Step 2: Map paycodes to Muster Roll leave codes

Now you need to map the paycodes you defined to track leave (absences) to the appropriate Muster Roll Leave Codes that are used on the report (Dataview). For example, you need to map the Weekly Off paycode to a leave code called WO and the Holiday paycode to a leave code called HOL.

Leave code requirements

Because leave codes rely on GTOR (Global TIme-Off Request) functionality, you must use GTOR for all leave requests.
  • Define a Request Subtype for each leave paycode. These Request Subtypes must have the Override Shifts on All Days Except Holidays set to FALSE. This ensures that the original scheduled shift is not changed when the employee submits a leave request.
  • You must configure the Request Subtypes for Leave to use the existing symbolic amounts for Full Day, 1st Half Day, and 2nd Half Day These are the only symbolic amounts provided to users when submitting a GTOR request.
  • The rules related to half days are configured in a manner that ensure we get a start time with each GTOR request that allows us to identify the sequence of half-day events.

Create and map leave codes

The Muster Roll Leave Codes page enables you to create Muster Roll leave codes and map them to the paycodes used to track leave (absences). The Muster Roll Leave Codes are then used for the Muster Roll report or Dataview.

You can use Day or Hour paycodes. If you use Hour paycodes, you define a half-day and full-day by the minimum and maximum number of hours for each. Depending on the number of hours reported using the paycode, the muster roll registers the following:

Number of Hours Reported

Muster Roll Treatment

Less than the minimum half-day

0 day

Greater than minimum half-day but less than or equal to maximum half-day

0.5 day

Greater than minimum full day

1 day

For example, consider the following mappings:

  • Map the Weekly Off paycode to a leave code called WO.
  • Map the hours-based Holiday paycode to a leave code called HOL.

From the Main Menu, go to Administration > Application Setup > Statutory Reporting and select Muster Roll Leave Codes.

  1. Click Create
  2. On the Create Muster Roll Leave Code page, enter the following information:
    • Leave Code — Enter a two- or three-letter value for the leave code. The leave code must contain alphanumeric characters only and cannot exceed six characters.
    • Description — Enter the description of the leave code. The description must contain alphanumeric characters only and cannot exceed 50 characters.
    • Paycode — Select one day or hour paycode to associate with the Muster Roll Leave Code. There are no predefined Muster Roll Leave Codes.

      If you entered an hour paycode, provide the following information:

      Hours per Half Day — Enter the minimum and maximum hours and minutes (HH:mm) that define a half day.

      Hours per Full Day — Enter the minimum and maximum hours and minutes (HH:mm) that define a full day.

      Note: If your Display Profiles specify hours as decimals instead of hours and minutes, the system converts your entry to decimals.
  3. Click Save.

Step 3: Create Muster Roll Dataviews

Two entities are available to create a Muster Roll Dataview: Muster Roll Detail and Muster Roll Summary and each entity includes three default columns.

Entity

Category

Column Name

Description

Type

Muster Roll Detail

Statutory Reporting

Muster Roll Status

Indicates te employee's daily status for Muster Roll Reporting

String

Muster Roll Detail

Statutory Reporting

Muster Roll Status Error Indicator

Indicates if the Muster Roll Status may be erroneous due to timecard issues.

Boolean

Muster Roll Detail

Statutory Reporting

Muster Roll Date

The date associated with an employee's corresponding Muster Roll Status.

Date

Muster Roll Summary

Statutory Reporting

Muster Roll Summary Status Description

The Muster Roll Status description used when summarizing for each employee

String

Muster Roll Summary

Statutory Reporting

Muster Roll Status Count

The count of each Muster Roll Status for an employee and selected time period

Number

Muster Roll Summary

Statutory Reporting

Muster Roll Summary Status

The Muster Roll Status name used when summarizing for each employee

String

Create a Detail Dataview

Create a Detail Dataview that provides the Muster Roll Status (Leave Code) for an employee for a defined period of time.

  1. From the Main Menu, go to Administration > Application Setup > Display Preferences and select Dataview Management.
  2. Click Add and then select Employee View.
  3. On the Create Employee Dataview page:
    1. Define the Dataview Key such as MusterRollDetail.
    2. In the fields that follow, enter the applicable information.
    3. In the Columns section, click Add and select the applicable column entities (such as Employee Name, Primary Location, and so forth) from the Select Columns glance.

      For the Muster Roll Detail Dataview, select from the three columns in the Muster Roll Detail entity:

      Muster Roll Status— Displays the Leave Code for a specific employee and date.

      Muster Roll Status Error Indicator

      Muster Roll Date— Displays the date to which the employee's Muster Roll Status applies
  4. Click Save when finished.

Create a Summary Dataview

Create a Summary Dataview that provides the count of each Muster Roll Status (Leave Code) for an employee for a defined period of time. The Muster Roll Summary Dataview summarizes each occurrence of the Leave Codes as well as the days worked and absent.

  1. From the Main Menu, go to Administration > Application Setup > Display Preferences and select Dataview Management.
  2. Click Add and then select Employee View.
  3. On the Create Employee Dataview page:
    1. Define the Dataview Key such as MusterRollSummary.
    2. In the fields that follow, enter the applicable information.
    3. In the Columns section, click Add and select the applicable column entities (such as Employee Name, Primary Location, and so forth) from the Select Columns glance.

      For the Muster Roll Summary Dataview, select from the three columns in the Muster Roll Summary entity:

      Muster Roll Summary Status Description

      Muster Roll Status Count— Displays a value that sums the daily numeric value for all days in the selected date range.

      Muster Roll Summary Status— Displays the applicable Leave Codes that you configured as well as the days worked and absent if you configured paycodes to determine worked or present.

      For example if you configured SL for "sick leave" and CL for "casual leave," the Dataview displays a Muster Roll Summary and Muster Roll Status Count for each Leave Code.
  4. Click Save when finished.

Run an Audit Report

You can audit activity for Muster Roll leave codes in an Audit Report. To run the Audit report:

  1. From your Report Library, click Run Report
  2. In the Select Report panel, select Audit > Audit Report and click Select.
  3. In the Audit Report panel, select the parameters:
    • Audit Types— Click and then in the Audit Types panel, select Muster Roll Leave Codes. When finished click tap Apply.
    • Start Date and Finish Date— Enter the starting and ending dates to audit. Click to use the calendar. If you do not enter a start and end date, the report uses the current week with the current date (today) being the ending date. For example, if you schedule the report on February 11 but do not enter dates, the report will run from February 4 through February 11.
    • User— Enter the name of the people who made the changes. Separate multiple people with commas.
    • Output Format— Select one of the following: PDF, XLSX, or Interactive.
  4. When finished, click remove .
  5. Click Run report. An In progress message while the report is running.
  6. When the report is finished, the report appears in the Report Library. Select the report and click tap Run Report.