Track and Pay Breaks / Lunches on WebClock & TimeWorksTouch

TimeWorksTouch and WebClock users can utilize the Break and Meal buttons to track rest periods on the time card. These items are part of our Intelligent Clock functionality and easily enabled in the Clock Management tab of Client Configuration.

This functionality can be of great value for clients want to:
  • Track paid breaks, (like a paid 15) on the time card.
  • Pay employees for lunch
  • Prevent employees from clocking in early from lunch

Topical Index

It will also point out some other considerations when implementing this rule, like how the break will look on the time card and, if your client is tracking labor segments, how will the labor code allocation work with the break.

Enabling Break / Meal Buttons

Meal and Break buttons are not default options for our WebClock or TimeWorksTouch. They need to be enabled in Client Configuration. 
  1. Login to TimeWorksPlus with your Accountant Level login and select your client.
  2. From the Settings Menu, select Clock Management

    1- Clock Management can be found under the Settings Menu as a stand-alone item or within Client Configuration
    2- Client Configuration has multiple tabs. Make sure you locate the Clock Management tab.
    If you do not see the Clock Management option, then you likely don't have WebClock 3.0 turned on. Please see WebClock 3.0 for more information on how to turn on that feature for an account.
  3. Near the middle of the page, locate the Intelligent Clock Features section and turn on Intelligent Clock Features.

    Intelligent Clock must be enabled to track Breaks and Meals
  4. You will now see the additional options to Track Breaks and Track Meals. Enabling those individual options will add the buttons to the clock.
Now you can proceed to the following sections on configuring rules associated with Break and Meal tracking.

Tracking Paid Breaks (Not Lunches)

This section addresses situations where employees earn paid breaks (like 2 paid 15s), but the client wants employees to track this break through the clock. This section also explains how you can add additional conditions to the payment of these breaks, like a minimum amount of hours worked.

If you are looking for information on Paid Lunchessee the section below.

Before enabling the break policy, you should examine the following parameters and determine the following:

How Employees Earn Breaks:
  • Per day worked
    OR
  • Per hours worked
How Employees Use Breaks:
  • Is the employee restricted to a defined number of breaks, each for the same amount. ex. two 15 minute breaks
    OR
  • can the employee use an aggregated amount of break minutes that can be used over multiple breaks per day. ex. multiple breaks totaling up to 30 minutes.

"Break" rules only apply to the BREAK buttons




These rules will only apply if the employee uses the BREAK buttons on the clock. It does not apply to the MEAL buttons.  

Paid Break Setup

  1. Use the toggle to change Breaks are from unpaid to paid.
  2. Using the toggle, select whether Breaks are earned per:
  • timecard day  meaning the breaks are earned regardless of time worked.
    OR
  • time worked meaning the employee will only earn a break or breaks if they work a specified amount of hours.
  1. Based on how the breaks are earned in the previous step, define the thresholds and break length.
  • For timecard day, you can set employees to earn a set amount of breaks per day (i.e. 2 paid 15 minute breaks) or, allot a specified number of Total Minutes that can be spread out throughout the day.
  • For time worked you can set employees to earn one break earned per X amount of minutes worked or X amount of minutes earned per X amount of minutes worked.
  1. Decide if the break should not be paid if it exceeds the defined break by a certain length.

Paid Break Cases

These cases describe paid break scenarios and how exactly they would be configured on the for the account. This may help you better understand the functionality of break tracking and how to address your client's policy.
 

10 Minute Paid Break for Every 3 Hours Worked

This configuration applies to policies where an employee earns
  • 10 minute break if they work 3 hours or more.
  • Earn an additional 10 minute break for each 3 hour increment thereafter.
  • Only pays for the time on break. If the employee takes less than 10 minutes, they only get paid for the amount taken. They cannot carry the remainder over to a new break.
  1. Switch the earning toggle to Breaks are earned per time worked.
  2. Set the earning value to For every 180 minutes.
  3. Use the dropdown to set the type of break tracking to Break(s) instead of Minutes.
  4. Set the minutes to 10
Optional: If you want to prevent the employee from getting paid for a break when they actually took an excessively long break, use the If over by more than option to ignore the entire break.
 

10 Minutes Cumulative Break Time for Every 3 Hours Worked

The main difference from the previous case is that if an employee uses less than their allotted 10 minutes in their first break, they can apply it to a future break.
  • 10 minutes of break time if they work 3 hours or more.
  • Earn additional 10 minutes for each 3 hour increment thereafter.
  • If they take less than 10 on an individual break, they can carry the remainder over to a future break.
  1. Toggle Breaks are earned per time worked.
  2. Employees will earn For every 180 minutes
  3. Set the type of break tracking to Total Minutes instead of Breaks.
  4. Set the minutes eared per 3 hours to 10.
Time on a paid break will count towards the "time worked" thresholds.
 
 

10 Minute Paid Breaks Regardless of Hours Worked

Perhaps the client's policy does not stipulate that an employee must work a minimum amount of hours to qualify for a paid break.
  • 2 10 minute breaks per day
  • Employee is only paid for time on break. If they take less than the time allotted per break, they only get paid for the time they took. 
  1. Switch the toggle at the top of the section to Breaks are earned per time card day as opposed to Hours Worked.
  2. Set the break type drop down to Break(s).
  3. Designate the number of breaks that can be taken per day to 2.
  4. Set the minutes to 10.
Optional: If you want to prevent the employee from getting paid for a break when they actually took an excessively long break, use the If over by more than option to ignore the entire break.
 

30 Minutes That Can Be Used Over Multiple Breaks

Some policies provide a set amount of break time per day and allow an employee to use that across multiple breaks if they choose. 
  • No limit on number of breaks taken per day.
  • No more than 30 minutes of total break time can be taken during the day.
  1. Toggle Breaks are earned per time card day.
  2. Set the break type to Minutes in the dropdown.
  3. Set the minutes value to 30.

How will the break appear on the time card?

In each case, the paid break time will be added to the punchset following the break. The punch details, (visible by hovering over a punch time), will disclose that there was a break compensation added to the hours.

Labor Code Allocation

If hours are being classified with labor or GL codes, the break time will be included in the allocation following their break. This means if an employee works in department 10 before break then returns from a paid break and starts working in department 14, the break will be charged to department 14. There is no way to allocate the paid break to a different labor code.

Now Available Meal Tracking

Meal Tracking for the WebClock or TimeWorksTouch gives your client options to pay back lunch breaks and prevent an employee from clocking in early from their lunch break. This new rule, found in the Clock Management tab, replaces many scripts designed for paid lunches while also aiding in compliance with meal and break regulations.
 
For example, if an employee works a minimum of 6 hours, the Meal Tracking rule can add a 30-minute paid lunch to their time card.

With Meal Tracking you will be able to accommodate paid lunch policies
Another benefit involves regulatory compliance regarding a minimum lunch. For example, California dictates that employees must have an uninterrupted break of designated, minimum length. By using the Meal Tracking rule, you can prevent those employees from prematurely returning from lunch.
 
Meal Tracking is enabled in Clock Management and adds two buttons to the clock: MEAL START and MEAL END. These buttons are only available on the WebClock or TimeWorksTouch. These buttons are not available on our mobile app or non-TimeWorksTouch hardware clocks (i.e. Z33/34, Z18, Tranz380, etc.)
 

MEAL buttons can be added to TimeWorksTouch and WebClock

Where is Meal Tracking and What Does it Do?

Meal Tracking can be turned on in Clock Management by a user with either Accountant Level or Client Level credentials. 
 

 
Your client can access Clock Management and setup this rule themselves, provided you have enabled WebClock 3.0. An article explaining WebClock 3.0 can be found in the Partner Knowledge Base under WebClock 3.0.
 
You can find Clock Management under the Settings Menu.
 
If you don't see Clock Management, it may be because WebClock 3.0 isn't enabled.
 
With Meal Tracking, you will be able to set the following rules:
  • Meal Lockout - This is associated with a minimum meal length. It means that no employee can clock in prior to the end of their designated meal break.
  • Paid Meal Length - If an employee exceeds this value, they will still only be paid for the defined meal length.
  • Minimum Worked Hours – This will only pay meals based on a daily minimum of hours worked.
  • Meal Overage Penalty - If an employee takes too long of a lunch, no amount of the meal will be paid; their entire time on meal will be unpaid.

Setup

Before you start the setup, remember that Meal Tracking rules are set for the entire account and apply to all employees. Also, it requires the employee to use the Meal buttons on the clock.
 
! Make sure when you are setting up the rule, you are working in the Meal Tracking section, not Break Tracking.
 
With Meal Tracking enabled, the clock will now display a MEAL START and MEAL END button on the clock. By default, these buttons set all meal breaks to unpaid. Further configuration is required to setup paid meal rules.

With Paid Meals turned to ON, you can make any meal paid by designating the length of the paid meal.

If an employee exceeds this length, they will still only be paid for the designated meal length.
 
You can also enable:
  • Meals earned per time worked

    1- The employee earns a paid lunch based on how much they work.
    2- If the employee works 300 minutes (5 hours), they earn a 30 minute paid lunch
    This designates the minimum time worked, in minutes, required for a paid meal. This will be cumulative, it doesn't have to be continuous hours worked.
  • Maximum meal overage penalty
    This is a threshold set using the If over by more than X minutes field.

    If the employee exceeds the defined lunch break by 15 minutes, the entire break will be unpaid
    This part of the rule means that if an employee takes an excessively long lunch, the entire meal will go unpaid.
All changes are saved automatically.

Now Available Meal Lockout

The Meal Tracking feature also allows for Meal Lockout so your client can ensure their employees take their full meal break.
 
This feature can be used regardless of whether the meal is paid or unpaid.
Use the Restrict employee from clocking… part of the rule to define the minimum meal length, in minutes. With that rule set, an employee will be locked out from clocking in early.
 

Employees will be unable to clock in from lunch any sooner than 30 minutes
 
All changes are saved automatically.
 

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