Yes.
Please have your document regarding the Working Hours under the One-Year Variable Working Hours System ready, as the info on [Target period and specified period (starting date)] is required.
Notification of Agreement on One-Year Variable Working Hours System
If you have a company calendar that shows the number of days off and working hours for each month, it may help the setup process.
Table of content
- Requirements
- Guidance on employee type settings
- Display the Time Card screen
- Alert
- Schedule management
* We also have video content (Japanese) on the topic. (This link is only available to Master Admins.)
Requirements
- Settings > Others > Option > Variable Working Hours Setting Feature ＞ Apply
- Leave management method: Leave type method
* Please refer to this article for details on leave management method.
Guidance on employee type settings
Closing date
Set the closing date.
Employee type settings > [Edit] the Employee type you need to setup > Basic info > Closing date
Please refer to the info on [Target period and specified period (Starting date)] on your document regarding the Working Hours under the One-Year Variable Working Hours System.
If the starting date is set to the 1st of every month, select the end of the month for the closing date. If the starting date is the 16th, the closing date should be on the 15th.
Variable working hours system
Please enable the Variable working hours per year feature.
Employee type settings > [Edit] the Employee type you need to setup > Workstyle > Working hours
Select [Variable working hours system].
More items show on the screen. Select [Variable working hours per year].
Starting month
Please specify the starting month based on the info on [Target period and specified period (Starting date)] on your document regarding the Working Hours under the One-Year Variable Working Hours System.
Monthly working hours setting
Click on [Monthly working hours setting] at Monthly working hours.
Enter the number of days off and working hours for each month in the "Monthly working hours setting" screen.
Please make sure that the [Total work days during the specified period] on your document regarding the Working Hours under the One-Year Variable Working Hours System and the total number of word days shown in the screen match.
If the number of Working day(s) in the Total column exceeds 280 days (applies with leap year as well) or exceeds 2085 hours and 42 minutes (2091 hours and 25 minutes in case of a leap year), a warning message will be displayed. Even if a warning message is displayed, you can still register.
The total number of hours worked in a year is calculated, but this does not affect the overtime calculation. Overtime calculation is based on the statutory working hours of 2085 hours and 42 minutes (2091 hours and 25 minutes in leap years).
Then perform settings for the [Specified period] of the document regarding the Working Hours under the One-Year Variable Working Hours System.
Targeted range (Weekly)
You can choose between [from beginning to end of the month] and [include from last month].
If the first week of the month is less than 7 days (e.g., 9/1 (Wed.) to 9/4 (Sat.) = only 4 days in the first week of the month), select [from the beginning of the month to the end of the month] if you want to calculate based on less than 7 days, or [include previous month] if you want to calculate based on 7 days (1 week) including the previous month.
Please set the one that matches your company's work rules.
The item described is shown when [Application of variable working hours setting at Weekly Summary that crosses over to the following month] is set to [Apply].
If it is not displayed, the system calculates by [from beginning to end of month].
If you wish to use this feature and this item is not displayed, please contact the Support Center.
Recommended setting
The following items are automatically configured based on the recommended setting, if [Variable working hours per year] is selected.
Workstyle category > Working hours > [Variable Working Hours Setting] > Common > By week
The closing date of the week is Saturday, but the closing date on your time card may be different. The starting date specified is the first day of the week.
Example: If the starting date is Thursday, April 1, 2021
The first day of the week is Thursday, and Wednesday is the closing day.
Night work category > Late night work hours
Calculate day's overtime work category > Overtime start time
Leave-related category > How to Handle Leave Hours
Display the Time Card screen
[Total variable working hours per year] is displayed when the Time Card is viewed from the Admin screen.
- Statutory working hours: This shows what the Overtime calculation is based on (The statutory working hours of 2085 hours and 42 minutes or 2091 hours and 25 minutes in leap years).
- Working hours for the previous month: Total number of hours worked excluding overtime through the previous month of the month indicated.
- Remaining working hours: Number of hours remaining to reach the statutory working hours for the year.
* This does not appear on the employee account screen.
Alert
You can check alerts related to yearly variable work at [All menu > Attendance data error > Variable working hours per year tab].
You can also check from the [Variable working hours per year] notification displayed in [Admin home screen > Attention].
Unscheduled employees
To manage the number of working and holiday days accurately, the schedule screen displays the date and the list of employees whose schedules have not yet been registered. The registration deadline is 30 days before the beginning of the month. If the schedule is not registered by the registration deadline, the system handles it as an error.
Employees with incompatible schedules
Alerts are indicated as [Compliance] if a schedule registered does not comply with laws and regulations, or [Optional] if a schedule registered does not meet the criteria for the month specified in the variable work setting.
The types of alerts for each are as follows.
Compliance
- Working hours per day: Displayed when there is a day in which the working hours exceed 10 hours.
- Working hours per week: Displayed when there is a week in which the total working hours exceed 52 hours.
- Working hours per year: Displayed when the number of hours worked in a year exceeds 2085.7 hours (2091.4 hours in leap years).
- Consecutive working days: Displayed when the number of consecutive working days exceeds 6 days (12 days for the period set as a specific period).
- 48 hours per week, 3 consecutive sets: This is displayed when weekly working hours exceed 48 hours for more than 3 consecutive weeks.
- 48 hours per week, 3 months, 3 sets: Displayed if the number of weeks worked exceeds 48 hours per week more than three times within a period separated by three months from the first day of work.
- Total working days: Displayed when the number of working days in a year exceeds 280 days.
Optional
- Monthly working hours: Displayed when the number of working hours in a month exceeds the number of working hours set in the monthly working hours settings.
- Number of holidays per month: Displayed when the number of holidays in a month is less than the number of holidays set in the monthly working hours setting.
Employees with incompatible schedules
Lists employees who have attendance errors on a variable work year basis. Displays alert of the user whose schedule has not been set and attendance data does not comply with the Japanese law and regulation.
- Working hours per day: Displayed when there is a day in which the working hours exceed 10 hours.
- Working hours per week: Displayed when there is a week in which the total working hours exceed 52 hours.
Unregistered monthly working hours
Monthly working hours for an Employee type must be set every year. In order to prevent oversight of settings when continuing to use the variable working hours system in the following year, an alert will be displayed 90 days before the start date of the next year to remind you to register.
- Awaiting registration: Displays the 90 days before the start of the yearly variable working hours system.
- Unregistered: Year in which working hours are unspecified even after the start date of the yearly variable working hour system.
The month in which the attendance data is closed is not subject to the alert.
Schedule management
The "Schedule Management" and "Schedule Registration" screens display the number of working days and working hours set in the "Monthly Working Hours Settings" and warn if the number of days or hours is short of or over the specified number of days or hours.
* Displayed when the Display period is set to “Monthly” and the variable working hours system is applied to the employee type.
Displays a "-" (minus) for shortage and a "+" (plus) for overage compared to the number of working days and working hours displayed.
Schedule management
Schedule registration
