Employee Overtime and Holidays

Human Resources

Employees - Overtime and Holidays

The Overtime and Holidays tile in the Employees listing screen will direct you to the Availability Exceptions listing screen.

Availability Exceptions are any changes to an employee's standard availability: time that the employee is unavailable when usually available or time when the employee is available when usually unavailable.

In Nucleus Service, employee Availability Exceptions can be used to specify:

The number of unavailable labour hours for each day that an employee will not be present or available during their usual working hours.

An Unavailable exception may be used to reflect an employee taking annual leave or compassionate leave.

The number of labour hours for each day that the employee will be available and present outside of their usual working hours.

An Available exception may be used to reflect an employee being able to work when they are not usually available or required, e.g. on a public holiday.

These exceptions can be recorded from the Employees listing screen.

Availability Exceptions for employees who are also Technicians can also be recorded in the Nucleus Service Service module - click on the links for further information.

If an employee is also a Technician, any edits made to the Availability Exceptions from either the HR module or the Service module will reflect in the other module screens.

Ribbon Access: Finance / HR Employees

The Employees listing screen will display.

View Employee Availability Exceptions

Select Employee

Select the row of the employee whose availability exceptions schedule you wish to view.
Click on the Overtime and Holidays tile in the Links panel.

The Availability Exceptions for : [ ] screen will open where you can view the selected employee's details in the data grid.
To view the employee's availability exceptions you will need to open the data sub grid.
To do this, click on the expand button in the row of the employee.

Note: In this example, the employee has no exceptions currently linked. The expand button in front of the employee name appears feint, indicating that no data has been recorded yet in the sub grid.
If the expand button is bold, then content is available for viewing.

The Availability Exceptions sub grid will open. This sub grid will list all of the exceptions currently linked to the employee.
You can see in this example that there is no content in this sub grid.

Add Employee Availability Exception

Click on Add.

Or right-click on any row in the data grid.
A Process menu will pop up.
Click on Add New Shift Exception.

The Availability Exception screen will open.

Add Exception Details

Select from the drop-down menus or type directly into the fields, the availability exception details:

Employee Name: This will be populated with the name of the employee initially selected.
Start date of the exception: This will auto populate with the current date.

Either type in or click on the drop-down arrow and use the calendar function to select an alternative start date, if required.

End date of the exception: This will auto populate with the current date.

Either type in or click on the drop-down arrow and use the calendar function to select an alternative end date, if required.

Code: Click on the drop-down arrow and select from the list, the appropriate exception reason code, e.g. 'Annual Leave'.
Exception Reason: Type in this text box, the detail as to why this exception is occurring.
Exception Start Time: This will auto populate with the 'normal' working day start time (08:00:00).

Either type in or click on the drop-down arrow and use the calendar function to select an alternative exception start time, if required.

Exception End Time: This will auto populate with the normal working day end time (17:00:00).

Either type in or click on the drop-down arrow and use the calendar function to select an alternative exception end time, if required.

Save Exception Details

When all the Availability Exception dates, times and reasons have been added -
Click on Save.
Note that in this example, the availability exception period (Start and End Date) is for 4 consecutive 'normal' labour days.

An Exception Complete message box will pop up informing you -

Availability Exception has been saved.

Click on OK.

You will return to the Availability Exceptions for : [ ] screen where the recent exceptions will appear in the Availability Exceptions sub grid.
You will note that each day of the exception period is recorded on a separate line.

Click on Back to return to the Employees listing screen.

View Exception Details

Select Employee

In the Employees listing screen,
Select the row of the employee whose availability exceptions schedule you wish to view.
Click on the Overtime and Holidays tile.

The Availability Exceptions for : [ ] screen will open.
View the exception by clicking on the expand icon to display the Availability Exceptions sub grid.

The Availability Exceptions sub grid will open.
Click on Back to return to the Employees listing screen

Export to Excel

In the Availability Exceptions for : [ ] screen.
Click on Excel.

This will open MS Excel with a new spreadsheet and load all the data from the data grid into that spreadsheet.
You can then save, view, search for data, prepare it for printing, etc, as required.

Edit Employee Availability Exception

Select Employee

In the Employees listing screen.
Select the row of the employee whose availability exception you wish to change.
Click on the Overtime and Holidays tile.

The Availability Exceptions for: [ ] screen will open.
Important Note: Upon opening, the Edit and Delete buttons are inactive (greyed out) in this screen.
The Availability Exceptions sub grid must be opened first and then the Edit and Delete buttons will be activated (bold).
Click on the expand button in the row of the employee.

The Availability Exceptions sub grid will open.

Select Exception to Edit

Select the row of the exception that you wish to change.
Click on Edit.

Or right-click on the row you wish to edit.
A Process menu will pop up.
Click on Edit Shift Exception.

The Availability Exception screen will open.

Edit Exception Details

You can edit any of the details in this screen apart from the Employee Name.
In this example, the Exception Start Time is to be changed to 12:00.00.

Save Edited Details

When you have finished making the required changes, click on Save.

An Exception Complete message box will pop up informing you -

Availability Exception has been saved.

Note that the Exception Start Time is now 12:00:00.
Click on OK.

View Edited Exception

You will return to the Availability Exceptions for: [ ] screen.
The changes can be viewed in the sub grid.
Click on Back to return to the Employees listing screen.

Delete Employee Availability Exception

Select Employee

In the Employees listing screen -
Select the row of the employee whose availability exception you wish to delete.
Click on the Overtime and Holidays tile.

The Availability Exceptions for: [ ] screen will open.
Important Note: Upon opening, the Edit and Delete buttons are inactive (greyed out) in this screen. The Availability Exceptions sub grid must be opened first and then the Edit and Delete buttons will be activated (bold).
Click on the expand button in the row of the employee.

The Availability Exceptions sub grid will open.

Select Exception to Delete

Select the row of the particular exception that you wish to remove.

Click on Delete.

Or right-click on the row you wish to delete.
A Process menu will pop up.
Click on Delete Shift Exception.

Save Exception Removal

A Delete Availability Exception message will pop up asking -

Are you sure you want to delete this availability exception?

Click on Yes.

A message will pop up informing you -

Availability exception deleted.

Click on OK.

View Deletion Results

You will return to the Availability Exceptions for: [ ] screen.
The deleted exception has been removed from the Availability Exceptions sub grid.
Click on Back to return to the Employees listing screen.