Feature: Group Policy

 

Purpose:

• To establish a unified set of rules and permissions governing attendance, leave, overtime, payroll, and GPS location tracking for employees.
• To ensure consistency and fairness in the application of company policies.

Key Points:

• Multiple group policies: Allows for different policies to be applied to different employee groups or departments.
• Comprehensive coverage: Addresses a wide range of attendance-related topics, including overtime, leave, GPS tracking, and payroll calculations.
• Customizable options: Can be tailored to meet the specific needs of each organization.
• Mobile app integration: Works seamlessly with the Global TA Cloud Mobile App for employee requests and approvals.

How to Use Group Policy:

1. Create a new group policy:
   • Navigate to Master > Group Policy.
   • Click “ Add New” .
   • Enter a descriptive name for the policy.
   • Select the desired options for each tab:
     • Group Policy: General settings, such as whether to allow overtime requests and duty swaps.
     • Rule List: Attendance-related rules (e.g., lateness, early departure).
     • Payment Rule List: Payroll-related rules (e.g., basic salary, benefits).
     • Leave Policy List: Leave types and allowances.
     • GPS Location List: Designated check-in/out locations.
     • Attendance Policy List: Request options available in the mobile app.
     • OT Policy List: Overtime calculation methods and restrictions (if applicable).
2. Assign the group policy to employees:
   • Assign the policy to individual employees during the employee setup process.
   • Alternatively, assign it to a group of employees in Employee > Employee Policy.

Additional Notes:

• The OT Policy List tab is only available if the “ Use OT Approve Policy” option is enabled in System > Application Option.
• Contact Global TA & HR for assistance with rule confirmation or policy customization.

Tab: Group Policy

Purpose:

• To establish general settings related to overtime, duty swaps, and maximum overtime hours.

Steps:

1. Access the tab:
   • Click the “ Group Policy” tab within the Group Policy section.
2. Create a new policy:
   • Click the “ Add New” .
   • Enter a descriptive name for the policy.
3. Configure general settings:
   • Current Group Policy As Default: Check this box to automatically assign the new policy to new employees.
   • Inactive: Check this box to hide the policy from view.
4. Set overtime request options:
   • Allow Overtime Request: Check this box to allow employees to request overtime.
   • Allow Duty Swap Request: Check this box to allow employees to request duty swaps.
   • Allow Max OT Hour: Check this box to enable a maximum limit for overtime hours.
   • Select the desired restrictions for overtime and duty swap requests:
     • Before OT Day
     • After OT Day
     • Before & After OT Day
     • Between OT Day
     • During OT Day
     • No Restriction
5. Additional options:
   • Include From/To (OT will calculate By Employee Request Time): Check this box to calculate overtime based on employee-requested times.
   • Mobile: Check this box to count any time requested via the mobile app as overtime.
   • Notify Only (OT will calculate by Shift): Check this box to calculate overtime based on assigned shifts.
   • Allow Duty Swap Before And After Off Day: Check this box to allow duty swaps before and after weekends.
6. Save the policy:
   • Click the “ Save” button.

Additional Notes:

• The Rule List and Payment Rule List tabs are used to configure more specific attendance and payroll rules, respectively.
• The Leave Policy List tab is used to define leave types and allowances.
• The OT Policy List tab (if enabled) is used to set overtime calculation methods and restrictions.

Tab: Rule List

Purpose:

• To configure specific attendance rules that will be applied to employees based on the selected group policy.

Steps:

1. Access the tabs:
   • Click the “ Rule List” tab within the Group Policy section.
2. Review available rules:
   • The available rules will be listed, organized by category.
   • The specific rules displayed will depend on the user organization’s attendance policies.
3. Select applicable rules:
   • Check the boxes next to the rules that you want to include in the group policy.
   • If you’re unsure about a rule’s meaning or application, consult with your HR team.
4. Review rule details (optional):
   • Click on a rule’s name to view more detailed information about its definition and usage.
5. Save the policy:
   • Click the “ Save” button to apply the selected rules to the group policy.

Additional Notes:

• The Rule List tab works in conjunction with the general settings in the Group Policy tab.
• Some rules may have additional configuration options that can be accessed by clicking on the rule name.
• If you need to modify the available rules or create new ones, contact Global TA & HR for assistance.
• The Rule Confirmation Letter – User Policy serves as a reference for the initial rule selections.
• Contact Global TA & HR for support with rule configuration or policy changes.

Tab: Leave Policy List

Purpose:

• To define the types of leave available to employees within a group policy, along with their specific allowances, restrictions, and calculation rules.

Steps:

1. Access the tab:
   • Click the “ Leave Policy List” tab within the Group Policy section.
2. Select leave types:
   • Check the boxes next to the leave types you want to include in the policy.
   • These types should have already been defined in the Master > Leave Type section.
3. Configure leave options for each selected type:
   • Leave Start Date: Choose when the leave year begins (Company Default, DOE, or Permanent Date).
   • Max Day: Set the maximum number of days allowed per year for this leave type.
   • Max Continuous Day: Set the maximum number of consecutive days that can be taken for this leave type.
   • Min Continuous Day: Set the minimum number of consecutive days that must be taken for this leave type.
   • Use Monthly Rate: Check this box to allocate leave on a monthly basis instead of annually.
   • Monthly Rate: If using a monthly rate, specify the number of days granted per month.
   • Period: Set the frequency at which the leave allowance is refreshed (Per Year, Per Month, or other options).
   • Use Permanent Date: Check this box to start the leave allowance from the employee’s permanent date.
   • Service Month: If applicable, specify the number of service months required before leave entitlement begins.
   • Use Full Day Leave: Check this box to only allow full-day leave requests in the mobile app.
   • Deduct Pending From Balance: Check this box to immediately deduct pending leave requests from the balance.
   • Use Custom Rules: Check this box to apply custom rules written in code for specific leave conditions.
4. Additional setup (optional):
   • Click “ Addition” to access further options for leave requests, carry-over, deductions, combining leave types, and more.
   • Review and configure these options as needed.
5. Save the policy:
   • Click the “ Save” button to apply the leave settings to the group policy.

Additional Notes:

• The available leave types and options will depend on your organization’s specific leave policies.
• Contact Global TA & HR for assistance with configuring custom rules or if you have any questions about leave policy setup.
• To add a new leave type, use the “ Add Leave Type” function.

Tab: Attendance Policy List

Purpose:

• To determine which attendance request options will be available to employees within a group policy, specifically within the Global TA Cloud Mobile App.

Steps:

1. Access the tab:
   • Click the “ Attendance Policy List” tab within the Group Policy section.
2. Select available request types:
   • Check the boxes next to the attendance request types you want to enable for employees:
     • Use Intime (request work time)
     • Use Outtime (request time off work)
     • Use Ferry Late (request for working hours adjustment)
     • Use OnDuty (request for working outside the designated location all day)
     • Use Travel
     • Use Off Day
     • Use Work From Home
3. Configure request restrictions (optional):
   • Allow Attendance Request?: Choose when employees can submit attendance requests:
     • Before Attendance Day
     • After Attendance Day
     • Before & After Attendance Day
     • Between Attendance Day
     • During Attendance Day
     • No Restrictions
   • Allow Max Attendance Request: Check this box to set a maximum number of attendance requests allowed per employee.
4. Save the policy:
   • Click the “ Save” button to apply the attendance request settings to the group policy.

Additional Notes:

• The available request types and restrictions may vary depending on your organization’s specific attendance policies.
• The selected request types will be visible in the Global TA Cloud Mobile App for employees within the group policy.
• Contact Global TA & HR for assistance with configuring attendance request options or if you have any questions about the Attendance Policy List.

Tab: OT Policy List (if enabled)

Purpose:

• To establish rules for calculating and restricting overtime hours, aligning with different overtime types and work shifts.

Availability:

• This tab is only visible if the “ Use OT Approve Policy” option is enabled in System > Application Option.

Key Features:

• Define multiple OT policies to accommodate different overtime scenarios.
• Specify how overtime hours are calculated based on employee requests, work shifts, or Duty In/Out times.
• Apply restrictions on overtime hours, including limits on total hours and deductions for specific time ranges.

Steps to Configure OT Policies:

1. Create a new policy:
   • Click “ Add OT Policy.”
   • Enter a descriptive policy name.
2. Select OT type:
   • Choose Normal OT, Offday OT, or Holiday OT.
3. Choose shifts:
   • Select the work shifts to which the policy will apply.
4. Set calculation method:
   • Choose either “ OT will calculate by Employee’s Request Time” or “ OT will calculate by DutyIn – DutyOut.”
   • If using “ Allowed Shifts,” specify whether to calculate OT based on employee requests or work shifts for shifts not in the Select Shift list.
   • Optionally, check “ Include From/To” to calculate OT only based on employee requests within specified time ranges.
5. Add restricted OT hours (optional):
   • Click “ Add Restricted OT Hr” to create rules for limiting OT hours.
   • Enter the allowed time range and the amount of overtime to be deducted.
6. Save the policy:
   • Click “ Save” to apply the OT policy.

Additional Notes:

• The OT Policy List works in conjunction with the “ Use OT Approve Policy” setting.
• The Mobile Apps will display the “ ApprovedOTHour by OTPolicy” function, indicating the calculated OT hours based on the applicable policy.
• Contact Global TA & HR for assistance with configuring OT policies or if you have any questions about the OT Policy List.

Screenshots: