Fairsail Half Moon Release Notes

Transcription

1 Fairsail Half Moon Release Notes FS-HMN-XXX-RN RHMN.02

2 Fairsail All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-HMN-XXX-RN RHMN.02 Fairsail Half Moon Release Notes Fairsail

3 Contents Contents About these Release Notes 5 Related Information 6 Fairsail HCM Configuration Guide 6 Fairsail HCM: Guide for HR Managers 6 Fairsail Collaboration Portal: Guide for Users 6 Fairsail Time: A Complete Guide 6 Stock Options: A Complete Guide 7 Fairsail Payflow Implementer's Guide 7 Feedback 7 Release Summary 8 Release Content 10 Timesheets 11 Introduction 11 Time Reporting by Total Time 12 Time Reporting by Start-End Time 13 Time Reporting by Pay Code 14 Time Reporting by Work Allocation 15 Using Fairsail Time in the Collaboration Portal 16 Entering Time Worked 16 Approving Timesheets 20 Viewing Completed Timesheets 21 Using Fairsail Time in the HR Manager Portal 22 Creating a Timesheet 22 Editing a Timesheet 23 Creating a Time Report 23 Editing a Time Report 25 Setting up Fairsail Time 26 Setting up Pay Codes 27 Setting up an Overtime Rule 28 Setting up a Timesheet Pattern 33 Setting up Work Days Patterns 38 Setting Up Work Allocations 42 Configure Policies and Profiles For Fairsail Time 48 Action Events: Timesheet 51 Translation Workbench: Time 52 Fairsail Half Moon Release Notes Fairsail

4 Contents Stock Options 56 Introduction 56 Creating a New Stock Option Pattern 58 Creating a New Stock Option Period 60 Awarding a Stock Option to a Team Member 62 Creating a New Stock Vesting 67 Recording Options Exercised 68 Viewing Stock Options in the Collaboration Portal 70 Maintaining the Stock Price 70 Configuring Stock Options 71 Displaying Stock Options in the Employment Record 71 Displaying Stock Options in the Collaboration Portal 72 Setting the Stock Option Vesting Time 73 Translation Workbench: Stock Options 74 Fairsail Country Pack: U.S.A. 76 Pre-formatted Reports For U.S. Compliance 77 Additional Fields Used in the Reports 80 HIPAA 834 Benefits 82 Resources 82 Payflow Console 83 Tax Status Information Available for Payroll 85 Creating a New Tax Status Record 85 Translation Workbench: Tax Status 87 Picklists: Tax Status 87 Multi-language Support 88 Displaying in Your Local Language 88 Setting Up Local Languages for Display 89 Adding the Language Picklist to Collaboration Portal 89 Defining a User's Language with Locale Settings 90 Data Loader 91 Glossary of Terms 92 Index 97 Fairsail Half Moon Release Notes Fairsail

5 About these Release Notes Welcome to the Fairsail Half Moon Release! These Release Notes provide full information on what has changed in this release: A brief, high level summary of the functionality. Step by step set up and usage information: o For wholly new functionality, complete topics are included. New topics are marked o Where the enhancements are additions to existing functionality documented elsewhere, complete topics are reproduced with the changes highlighted. To make it easier for you to find enhancements to the parts of Fairsail that you use most often, information is ordered by product area. Click the links in the Release Summary, use the bookmarks, or navigate using the contents list. The Half Moon - the English translation of the original Dutch name, Halve Maen - was the Dutch East India Company ship captained by Henry Hudson in the early 17th century. Originally hired to find a northeast passage from Europe to China around the northern coast of Russia as a possible trade route, Hudson encountered rough weather and turned west, crossing the Atlantic and probing the eastern seaboard of America, searching for the large river that was thought by some to cross North America to emerge in the Pacific. Unsuccessful in his search, Hudson sailed into what became New York harbor in September The Hudson River was subsequently named after him, and reports of his voyage inspired the Dutch to colonize the New York area. Replicas of the Half Moon were built in destroyed by fire in and The 1989 replica was built for the New Netherland Museum and is used as a traveling museum and training ship. The Fairsail Half Moon release, August 2014, is an integrated release that launches new functionality in several key product areas including HCM, compensation, time management, and integration tools. Fairsail Half Moon Release Notes Fairsail

6 About these Release Notes Related Information Related Information Full documentation supporting Fairsail Half Moon is available in the following guides: Fairsail HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers Fairsail HCM: Guide for HR Managers Coverage summary How to use the Fairsail HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use reports and dashboards to extract and view information held in the Fairsail system. Typical target audience You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them. Fairsail Collaboration Portal: Guide for Users Coverage summary How to use Fairsail for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, requesting training, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail Time: A Complete Guide Coverage summary How to set up and use Timesheets on Fairsail. Covers Timesheet completion and approval through the Collaboration Portal, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings. Typical target audience You have responsibility for supporting Fairsail Time within your organization. Fairsail Half Moon Release Notes Fairsail

7 About these Release Notes Feedback Stock Options: A Complete Guide Coverage summary How to set up, view, and maintain Stock Options on Fairsail. Covers creating a Stock Option Pattern to include the vesting schedule, awarding Stock Options, recording exercises, and maintaining the stock price. Also includes full configuration instructions. Typical target audience You have responsibility for supporting the Stock Options process within your organization. Fairsail Payflow Implementer's Guide Coverage summary How to set up, manage, and maintain data flows between Fairsail and other systems, typically for data related to compensation and benefits. The guide includes sections on setting up a benefit selection system on Fairsail. Typical target audience You have responsibility for the implementation of an interface between Fairsail and one or more external services. Which guide do I need? The guide to use for each part of the release is indicated in the Release Summary (see page 8). Feedback Feedback from you on our products and on our documentation is important to us. Let us know what you think, let us know if you like what we do, and let us know how we can do better. To provide comments and suggestions on any aspect of Fairsail please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Fairsail Half Moon Release Notes Fairsail

8 Release Summary Feedback Release Summary Feature Click the link to jump to full description. No setup Collab. Portal HR Manager Portal HR Admin. Contact Fairsail See the guide for related information. Switchable Setup Setup Note 1 Note 2 Note 3 Note 4 Note 5 Major functional enhancements Timesheet reporting for shift work New functionality to manage shift work and enhancements to other Timesheet features (see page 11). Fairsail Time: A Complete Guide Stock Options New functionality supporting employee stock options (see page 56). Stock Options: A Complete Guide Country Pack: USA EEO, OSHA, and VETS compliant reports Pre-formatted reports drawing on Fairsail data to meet or contribute to standard Federal reporting requirements (see page 77). HIPAA 834 Benefits New functionality supporting the ANSI 834A standard for data exchange (see page 82). Payflow Console An integrated view of a Payflow Service, showing batch information and giving full access to configuration pages (see page 83). Fairsail Payflow Implementer's Guide Fairsail Half Moon Release Notes Fairsail

9 Release Summary Feedback Feature Click the link to jump to full description. No setup Collab. Portal HR Manager Portal HR Admin. Contact Fairsail See the guide for related information. Switchable Setup Setup Tax Status reporting A new object for employee Tax Status enables you to transmit additional data to payroll using Fairsail Payflow (see page 85). Fairsail HCM: Guide for HR Managers Fairsail HCM Configuration Guide Multi-language support Collaboration Portal and HR Manager's Portal extended to include European and Canadian French. Fairsail HCM Configuration Guide Fairsail Collaboration Portal: Guide for Users Other enhancements Data Loader now supports Beneficiaries You can use Fairsail Data Loader to create templates and load data for beneficiaries (see page 91). Fairsail Data Loader Implementer's Guide Notes 1. Features are present and require no setup to use. 2. Features appear in the Collaboration Portal and can be switched on or off using a Policy setting. 3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured. 4. Features are available to the HR Administrator and require configuration. 5. Contact Fairsail if you wish to use these features. No new features force you to use them. Choosing to use the new features can greatly enhance your Fairsail experience, but you can continue to use your existing system in its current form. None of your customizations are affected. Fairsail Half Moon Release Notes Fairsail

10 Release Content The following pages provide full information on what has changed in this release, arranged by feature as listed in the Release Summary (see page 8). Fairsail Half Moon Release Notes Fairsail

11 Timesheets Introduction Timesheets Additional features to enable time reporting by start and end time over multiple periods. Introduction Fairsail Time enables you to manage timesheet based attendance in a way that is fully integrated with other Fairsail solutions. Essential when part or all of your workforce has part or all of their pay calculated on the basis of the time they spend at work, Fairsail Time includes: Time reporting through the Fairsail Collaboration Portal by: o Date and duration. o Total time, pay code, start and end time for one or multiple periods, or work allocation. Timesheet pattern management, enabling groups of employees to have defined time reporting requirements, overtime rules and conditions. Timesheet patterns can be applied to policies and to individual Team Members. Automated calculation of pay, based on specified pay codes and overtime rates. Linkage to payroll through Fairsail Payflow. Fairsail Half Moon Release Notes Fairsail

12 Timesheets Introduction Time Reporting by Total Time Timesheets display a single box for time entry against each day. Fairsail uses the Overtime Rule and Overtime Conditions to automatically allocate time worked to each Pay Code. Fairsail uses the Work Days Pattern to define the work week and flag public holidays - shown highlighted red above - and applies time worked on non work days to the Pay Codes defined by Overtime Conditions. Fairsail calculates total hours worked and hours worked for each Pay Code. Calendars can be displayed at left, so that the dates form rows, or at top, so that the dates form columns. Fairsail Half Moon Release Notes Fairsail

13 Timesheets Introduction Time Reporting by Start-End Time Timesheets display boxes for start and end times for each period defined for the Team Member during the working day. Typically used for shift working. Period start and end times are defined to the nearest minute against the 24 hour clock. Time entries can be constrained to defined step times, with picklists easing accurate time entry. Fairsail uses the Overtime Rule and Overtime Conditions to automatically allocate time worked to each Pay Code. Fairsail calculates total hours worked and, if Pay Codes are used, total hours worked for each Pay Code. Calendars can be displayed at left, so that the dates form rows, or at top, so that the dates form columns. Fairsail Half Moon Release Notes Fairsail

14 Timesheets Introduction Time Reporting by Pay Code Timesheets display boxes for time entry for each Pay Code against each day. The Team Member decides how much time to enter in each box. Pay Code entry boxes are open for time entry if the Overtime Rule and Overtime Conditions allow. Fairsail uses the Work Days Pattern to define the work week and flag public holidays, and opens the appropriate Pay Code boxes for time entry on non work days - typically representing some form of overtime. Fairsail calculates total hours worked each day and for the Timesheet, and hours worked for each Pay Code. Calendars can be displayed at left, so that the dates forms rows, or at top, so that the dates form columns. Fairsail Half Moon Release Notes Fairsail

15 Timesheets Introduction Time Reporting by Work Allocation Timesheets display boxes for time entry against each day, with columns or rows for each Work Allocation assigned to, and selected by the Team Member. Available Work Allocations are separately defined and can be assigned to individual Team Members or to all Team Members assigned to a Policy. Working time can also be automatically allocated to Pay Code, as defined by the Overtime Rule and Overtime Conditions. Fairsail calculates total hours worked, hours worked for each Work Allocation, and if Pay Codes are used, total hours for each Pay Code. Calendars can be displayed at left, so that the dates form rows, or at top, so that the dates form columns. Fairsail Half Moon Release Notes Fairsail

16 Using Fairsail Time in the Collaboration Portal Entering Time Worked 1. In the Collaboration Portal scroll to the Timesheets section and click New: Fairsail displays the Timesheet for the last completed pay period. If that Timesheet has been completed, Fairsail displays the Timesheet for the current pay period. The layout of the Timesheet depends on how it has been configured: o For Total Time entry: The Timesheet is set up to display columns for any Pay Codes that may apply to you. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. o For time entry by Start-End Time: Fairsail Half Moon Release Notes Fairsail

17 Timesheets Using Fairsail Time in the Collaboration Portal The Timesheet has start time and end time boxes for each time period in the day when you may be working. Typically, each period represents a shift. Pay Codes are displayed when different rates of pay apply to different times of the day. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. o For time entry by Pay Code: Fairsail Half Moon Release Notes Fairsail

18 Timesheets Using Fairsail Time in the Collaboration Portal The Timesheet has boxes for you to enter the time worked each day by Pay Code. For example, 8 hours Standard time and 2 hours Time and a quarter. o For time entry by Work Allocation: The Timesheet has boxes for each project, customer, or other classification that may apply to you. It may include one or more selection boxes to enable you to select from a list of available projects. It may also display columns for any Pay Codes that may apply to you. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes. Fairsail Half Moon Release Notes Fairsail

19 2. Enter your hours worked in the boxes for time entry. Timesheets Using Fairsail Time in the Collaboration Portal 3. When you complete each time entry, click Save. Saved timesheets are displayed in the Timesheets section of your profile: To reopen a saved Timesheet, click the Timesheet dates. o You can change saved time entries until you click Submit. o To recalculate totals on your timesheet after making changes click Recalculate before you click Save. o To delete a time entry before clicking Save, click Cancel. 4. When you complete the Timesheet, click Submit. The timesheet is sent to your manager for approval, and the Timesheets section of your profile shows the Submitted Date: o If your manager rejects the timesheet, it remains visible in the Timesheets section of your Profile with the Submitted Date removed. Make any changes necessary and click Submit again. o When approved, the Timesheets section of your profile shows the Approved Date: Fairsail Half Moon Release Notes Fairsail

20 Timesheets Using Fairsail Time in the Collaboration Portal Approving Timesheets When a Team Member submits a Timesheet an action is raised for their manager to approve it: To approve a Timesheet: 1. Click the approve link in the Actions list. Fairsail displays the submitted Timesheet: 2. Check the entries. You can: o Approve the Timesheet without modification. Click Approve. When approved, a Timesheet cannot be altered through the Collaboration Portal. o Make changes and recalculate totals before saving or approving. Click Recalculate. o Make changes and save without approving. Click Save. Saved, unapproved timesheets can be reopened for later further change or approval. o Reject the Timesheet. Click Reject. Rejected timesheets are made available to the Team Member for change and re-submission. The action to approve the Timesheet remains on your list of Actions. Fairsail Half Moon Release Notes Fairsail

21 Timesheets Using Fairsail Time in the Collaboration Portal Viewing Completed Timesheets Completed Timesheets are added to the Team member's Profile with the most recent at the top of the list. You can view a Timesheet by clicking the dates in the Timesheets section: When you have a Timesheet open, the History list on the left of the page displays links to completed Timesheets: Click a link to display the Timesheet. Fairsail Half Moon Release Notes Fairsail

22 Using Fairsail Time in the HR Manager Portal Creating a Timesheet Each Timesheet hosts one or more Time Reports for a Team Member for a defined time period. When you have set up a Timesheet Pattern, Timesheets are automatically created by Fairsail for completion by Team Members through the Collaboration Portal. To create a Timesheet in the HR Manager's Portal: 1. Click the Timesheets tab. 2. Click New. Fairsail displays the Timesheet Edit page: 3. Complete the fields as follows: Field Employment Start Date End Date Submitted Date Approved Date Paid Date Description The Employment Record for the Team Member to whom this Timesheet applies. Click Employment Lookup to find and select the Employment Record by Team Member name. The first day of this Timesheet period. The last day of this Timesheet period. The date the complete Timesheet is submitted for approval. All component Time Reports must be complete before the Timesheet is submitted. The date the submitted Timesheet is approved for payment. The date of payment of any overtime included in this Timesheet. 4. Click: o Save to save the Timesheet and display the Timesheet Detail page. o Save & New to save the Timesheet detail and open a new Timesheet Edit page with all fields cleared. o Cancel to discard the Timesheet and return to the Timesheets Home page. Once created, Timesheets are displayed in the Timesheets related list attached to the Team Member's Employment Record. Fairsail Half Moon Release Notes Fairsail

23 Timesheets Using Fairsail Time in the HR Manager Portal Editing a Timesheet To edit an existing Timesheet for a Team Member: 1. Go to the Team Member's Employment Record. 2. In the Timesheets related list section, click Edit for the Timesheet you want to change: Fairsail displays the Timesheet Edit page. 3. Edit the fields you want to change (see page 22). Creating a Time Report Each Time Report is a record of work time on a specific date for one Team Member. The Time Report includes the rate of pay to be applied to the time worked, such as standard time or time and a half, and the currency amount the Team Member is paid for each unit of time worked. One or more Time Reports contribute to a single Timesheet. Before a Time Report can be created, the Timesheet must exist for the period including the Time Report. Time Reports are automatically created by Fairsail when Team Members complete Timesheets in the Collaboration Portal. One Time Report is created for each completed Timesheet column on each day, so a day with Team Member entries for three Pay Codes generates three Time Reports for that day for the Team Member. To create a Time Report in the HR Manager Portal: 1. Click the Timesheets tab. 2. Select a View that shows the Timesheet for the period for which you want to create the Time Report. 3. Click the Timesheet name. Fairsail displays the Timesheet Detail page. 4. In the Time Reports related list section click New Time Report: Fairsail displays the Time Report Edit page: Fairsail Half Moon Release Notes Fairsail

24 Timesheets Using Fairsail Time in the HR Manager Portal 5. Complete the fields as follows: Field Timesheet Report Date Duration Code Rate Description The name of the Timesheet to which this Time Report contributes. Automatically completed by Fairsail with the name of the Timesheet you selected. The date to which this Time Report relates. Click in the field to display a calendar and then select a date, or click today's date displayed to the right of the field to insert today's date. You can have more than one Time Report for a single date; for example to apply different rates of pay to different parts of the day. The number of units of time this Time Report represents. A unit of time is the unit used when calculating the amount of pay due to a Team Member, for example, an hour or a day. Duration is multiplied by Rate and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report. A unique code for the Pay Code applied to this Time Report. Code can be passed to your payroll provider for payslip production and internal reporting. The rate of pay applied to the time in this Time Report, as a decimal value. For example for time worked at: Single-time, enter 1. Time and a half, enter 1.5. Double time, enter 2. Rate is multiplied by Duration and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report. Unit Amount The amount of money the Team Member is paid for a unit of work. For hourly paid Team Members, enter their hourly rate. Unit Amount is multiplied by Duration and Rate to calculate the amount of pay due to the Team Member for the time represented by this Time Report. 6. Click: o Save to save the Time Report and display the Time Report Detail page. o Save & New to save the Time Report and display a new Time Report Edit page for the same Timesheet. o Cancel to discard the page and return to the Timesheet Detail page. Fairsail Half Moon Release Notes Fairsail

25 Timesheets Using Fairsail Time in the HR Manager Portal Editing a Time Report To edit an existing Time Report for a Team Member: 1. Go to the Team member's Employment Record. 2. In the Timesheets related list section, click the Timesheet containing the Time Report you want to edit. 3. Click the Timesheet name. Fairsail displays the Timesheet Detail page. 4. In the Time Reports related list section click Edit for the Time Report you want to change: Fairsail displays the Time Report Edit page. 5. Edit the fields you want to change (see page 23). 6. Click: o Save to save the Time Report and display the Time Report Detail page. o Cancel to abandon your changes and return to the Timesheet Detail page. You can also display and edit an existing Time Report through the Timesheets tab: 1. Click the Timesheets tab. 2. Select a View that shows the Timesheet containing the Time Report you want to edit. 3. Click the Timesheet name to display the Timesheet Detail page, then select the Time Report from the Time Reports related list section. Fairsail Half Moon Release Notes Fairsail

26 Setting up Fairsail Time Follow this sequence: 1. Set up Pay Codes. (see page 27) Each Pay Code represents a single rate of pay and uses: o A name for display on Collaboration Portal Timesheets and in Pay Code Lookup. o An internal code which can be passed through to your payroll provider using Fairsail Payflow. Pay Codes are associated with Overtime Conditions. 2. Set up Overtime Rules (see page 28). Each Overtime Rule uses one or more Overtime Conditions to define the hours that must be worked to qualify for overtime pay. Each Overtime Condition has an associated Pay Code. Overtime Rules are assigned to one or more Timesheet Patterns. 3. Set up Timesheet Patterns (see page 33). A Timesheet Pattern defines the period for which Timesheets must be completed, and the type of entry to request on timesheets - total time, start and end time, pay code, or work allocation. Each Pattern has an associated Overtime Rule and can be assigned to: o A Policy to apply to all Team Members using that Policy (see page 48). o Individual Team Members (see page 36). 4. Set up Work Days Patterns (see page 38). Each Work Days Pattern defines the working week for one or more Team Members. Fairsail Time uses Work Days Patterns in conjunction with Overtime Conditions to establish when overtime is due on a Timesheet. Work Days Patterns can be assigned to: o A Policy to apply to all Team Members using that Policy. o Individual Team Members. 5. If you are using Work Allocation, set up Work Allocations (see page 42). Each Work Allocation defines a project, piece of work, or customer against which you want Team Members to book their time. Typically used for employees with portable skill sets who may work on a number of different projects or product lines over a period of time. When Work Allocations are defined and active, Team Members can book their time against the projects they have worked on during a timesheet period. 6. Configure the Policies and the Profiles used by Team Members who will be entering their work time through the Collaboration Portal to ensure that the correct level of access is provided (see page 48). Fairsail Half Moon Release Notes Fairsail

27 Timesheets Setting up Fairsail Time Setting up Pay Codes Each Pay Code represents a single rate of pay and uses: A name for display on Collaboration Portal Timesheets and in Pay Code Lookup. An internal code which can be passed through to your payroll provider using Fairsail Payflow. Pay Codes are associated with Overtime Conditions. 1. Click the Pay Codes tab. Fairsail displays the Pay Codes Home page. 2. Click New. Fairsail displays the Pay Code Edit page: 3. Complete the fields as follows: Field Pay Code Code Rate Description Description The name of the pay code. Pay Code is displayed on Timesheets in the Collaboration Portal, so make it a clear summary of the purpose of the code, such as Overtime or Double Time. An internal code for the pay code. Code is not displayed on Timesheets but can be passed to payroll providers. The rate of pay to apply to this Pay Code as a decimal number. For example: For double time enter 2 For time and a quarter enter 1.25 A brief description of the Pay Code. 4. Click: o Save to save the Pay Code and display the Pay Code Detail page. o Save & New to save this Pay Code and enter another. o Cancel to discard your changes. The Pay Code Detail page displays the information you have entered for this Pay Code and includes a related list with any Overtime Conditions using this Pay Code. When you are first setting up Pay Codes there will be no associated Overtime Conditions; you can add them later from the Pay Code Detail page or through Overtime Rules (see page 28). Fairsail Half Moon Release Notes Fairsail

28 Timesheets Setting up Fairsail Time Setting up an Overtime Rule Each Overtime Rule uses one or more Overtime Conditions to define the hours that must be worked to qualify for overtime pay. Each Overtime Condition has an associated Pay Code. Overtime Rules are assigned to one or more Timesheet Patterns. 1. Click the Overtime Rules tab. Fairsail displays the Overtime Rules Home page. 2. Click New. Fairsail displays the Overtime Rule Edit page: 3. Complete the fields as follows: Field Overtime Rule Active Multiple Rule Action Description The name of this Overtime Rule. Checkbox. If checked, the Overtime Rule and its associated Overtime Conditions can be used by Fairsail Time to define overtime. Picklist. The action to take when more than one Overtime Rule applies to a time entry. Click the picklist and select from: Maximum Apply the rule that awards the highest rate. Minimum Apply the rule that awards the lowest rate. Add Add the rates applied by each rule. Minimum Hours For Consecutive Day Number of hours. The minimum time to be worked on a day to qualify that day as a consecutive day. Overtime Conditions can be set to apply when employees have worked different numbers of consecutive days. 4. Click: o Save to save the Rule and display the Overtime Rule Detail page, ready to add Overtime Conditions. o Save & New to save the Rule and enter another. o Cancel to discard your changes. Fairsail Half Moon Release Notes Fairsail

29 Timesheets Setting up Fairsail Time Adding Overtime Conditions Each Overtime Rule has one or more Overtime Conditions. When you have defined an Overtime Rule (see page 28): 1. Click the Overtime Rules tab. Fairsail displays the Overtime Rules Home page. 2. Click the Overtime Rule for which you want to add an Overtime Condition. Fairsail displays the Overtime Rule Detail page. 3. In the Overtime Conditions related list, click New Overtime Condition: Fairsail displays the Overtime Condition Edit page: 4. Complete the fields as follows: Field Overtime Rule Description The Rule to which this Overtime Condition applies. Automatically completed by Fairsail with the Overtime Rule you selected earlier. To change to another Rule click Overtime Rule Lookup Rule you want., find and select the Fairsail Half Moon Release Notes Fairsail

30 Timesheets Setting up Fairsail Time Field Timespan Description The period over which this Overtime Condition applies. Click the picklist and select from: Day Overtime eligibility is assessed against time worked in a day. The Overtime Condition applies if time worked in a day exceeds the trigger value. Week Overtime eligibility is assessed against time worked in a week. The Overtime Condition applies if time worked in a week exceeds the trigger value. Timesheet Overtime eligibility is assessed against time worked in a timesheet period as defined in the Timesheet Pattern Timespan. The Overtime Condition applies if time worked in a timesheet period exceeds the trigger value. Apply To The days to which you want this Overtime Condition to apply. Required when Timespan is set to Day. Click the picklist and select from: All Days Public Holidays The Overtime Condition applies to Work Days Holidays defined in the Work Days Pattern for Team Members using this Overtime Condition. Weekends The Overtime Condition applies to days defined as weekly non work days in the Work Days Pattern for Team Members using this Overtime Condition. Weekdays The Overtime Condition applies to days defined as weekly working days in the Work Days Pattern for Team Members using this Overtime Condition. Individual weekdays from Monday to Sunday First to Fifth Consecutive The Overtime Condition applies to days one to five inclusive of a run of at least five consecutive days worked. First to Sixth Consecutive The Overtime Condition applies to days one to six inclusive of a run of at least six consecutive days worked. Sixth Consecutive The Overtime Condition applies to the sixth day of a run of six or more consecutive days worked. Seventh Consecutive The Overtime Condition applies to the seventh day of a run of seven consecutive days worked. Fairsail Half Moon Release Notes Fairsail

31 Timesheets Setting up Fairsail Time Field Holiday Name Start Time Hours Greater Than Description Optional. For Public Holidays, the name of the day or days to which this Overtime Condition applies. The Overtime Condition then applies only to the day or days named. Make sure that Holiday Name exactly matches the Holiday Name used in the Work Days Pattern To enter more than one Holiday Name for a single Overtime Condition, use a comma between Names. Optional. The time of day on the 24 hour clock at which this Overtime Condition is to start. For example, to apply the Overtime Condition to time worked after 8pm, enter 20:00. Typically used when timesheets are aligned with shift patterns. The threshold number of hours worked needed to trigger overtime payment for this Condition. The value must relate to the Timespan set for this Condition. For example, if Timespan is set to: Day, enter the number of hours worked in a day before overtime is due. Week, enter the number of hours worked in a week before overtime is due. Pay Code The Pay Code associated with this Overtime Condition. Click Pay Code Lookup to find and select the Pay Code. Use the name of the Pay Code, not the internal code. 5. Click: o Save to save the Condition and display the Overtime Condition Detail page. o Save & New to save the Condition and enter another Condition for this Rule. o Cancel to discard your changes. An example set of Overtime Conditions for an Overtime Rule for Day Timespan and no shift working comprises: Apply To Holiday Name Start Time Hours Greater Than Pay Code Description Weekdays Standard Pay standard rate for weekday work from zero hours. If you don't require standard hours to be shown on timesheets, you can omit this condition. Weekdays Time & quarter Weekdays Time & half Saturday Time & half Sunday Double time Public Holidays Time & half Pay time and a quarter for weekday hours over 8 in any one day. Pay time and a half for weekday hours over 10 in any one day. Pay time and a half for all hours worked on Saturday. Pay double time for all hours worked on Sunday. Pay time and a half for all hours worked on Public Holidays apart from Independence Day and New Years Day. Public Holidays Independence Day, New Year - 0 Double time Pay double time for all hours worked on Independence Day and New Years Day. Fairsail Half Moon Release Notes Fairsail

32 Timesheets Setting up Fairsail Time An example set of Overtime Conditions for an Overtime Rule for Day Timespan with shift working comprises: Apply To Holiday Name Start Time Hours Greater Than Pay Code Description Weekdays - 00:00 0 Time & half Pay time and a half for weekday midnight to 8am shifts. Weekdays - 08:00 0 Standard Pay standard rate for weekday 8am to 4pm shifts. Weekdays - 16:00 0 Time & quarter Weekends - 00:00 0 Double time Weekends - 08:00 0 Time & quarter Weekends - 16:00 0 Time & half Public Holidays - 00:00 0 Double time Public Holidays - 08:00 0 Time & half Pay time and a quarter for weekday 4pm to midnight shifts. Pay double time for weekend midnight to 8am shifts. Pay time and a quarter for weekend 8am to 4pm shifts. Pay time and a half for weekend 4pm to midnight shifts. Pay double time for all public holiday midnight to 8am shifts. Pay time and a half for all public holiday shifts from 8am to midnight. Fairsail Half Moon Release Notes Fairsail

33 Timesheets Setting up Fairsail Time Setting up a Timesheet Pattern A Timesheet Pattern defines the period for which Timesheets must be completed, and the type of entry to request on timesheets - total time, start and end time, pay code, or work allocation. Each Pattern has an associated Overtime Rule and can be assigned to: A Policy to apply to all Team Members using that Policy (see page 48). Individual Team Members (see page 36). 1. Click the Timesheet Patterns tab. Fairsail displays the Timesheet Patterns Home page. 2. Click New. Fairsail displays the Timesheet Pattern Edit page: Fairsail Half Moon Release Notes Fairsail

34 Timesheets Setting up Fairsail Time 3. Complete the fields as follows: Field Timesheet Pattern Entry Type Description The name for this Timesheet Pattern. The type of entry to request on timesheets using this Pattern. Click the picklist and select from: Pay Code The Timesheet displays columns for each Pay Code hosted by the Overtime Rule associated with this Pattern. Team Members enter their time against Pay Code. Total Time The Timesheet displays a column for the Total Time worked each day. Time is then automatically allocated to the Pay Codes hosted by the Overtime Rule associated with this Pattern. Team Members enter their total time. Start-End Time The Timesheet displays entry fields for the start and end times for each period. Typically used for shift working. Use Time Periods to define the number of shifts you want to appear on Timesheets based on this Pattern. Work Allocation Work Allocations can be assigned to Team Members by HR, or the Timesheet can display selection boxes containing the active Work Allocation hierarchy defined for this org. Team Members can select from the available Work Allocations and then enter their time against each. Layout The position of the calendar on the Timesheet. Click the picklist and select from: Left Each day covered by the Timesheet forms a row, with the Pay Codes, Start-End Times, or Work Allocations forming the columns. Top Each day covered by the Timesheet forms a column, with the Pay Codes, Start-End Times, or Work Allocations forming the rows. Time Periods Step Time Minutes For the Start-End Time Entry Type, the number of time periods to display on Timesheets. For the Start-End Time Entry Type, the number of minutes between steps when entering time. For example, if Step Time Minutes is set to 15, the Start and End time boxes present picklists with the time in 15 minute segments: 00:00, 00:15, 00:30 and so on. Snap To Step Time Checkbox. If checked, time entries are automatically set to the nearest Step Time. For example, when Start Time is set to 08:00 and Step Time Minutes is set to 15: A time entry of 08:03 automatically snaps to 08:00 A time entry of 08:08 automatically snaps to 08:15. If unchecked, time entries are left as entered. Fairsail Half Moon Release Notes Fairsail

35 Timesheets Setting up Fairsail Time Field Timespan Description The period covered by each timesheet based on this Pattern. Click the picklist and select from: Week Biweek Semimonth Month Base Date Overtime Rule A date in the past to act as the starting point for timesheets based on this Pattern. Timesheet start dates are calculated to be a whole number of Timespans after the Base Date. The Overtime Rule that contains the Overtime Conditions to be implemented for this Timesheet Pattern. You can use the same Overtime Rule for multiple Timesheet Patterns. Click Overtime Rule lookup, find and select the Overtime Rule you want. Show Overtime Calculations The lowest level able to view the overtime calculation results on the Timesheet. Picklist. Select from: Team Member Can be viewed by all. Manager Can be viewed by manager or HR. HR Can be viewed by HR only. Show Active Work Allocation Use when Entry Type is set to Work Allocation. Checkbox. If checked, all active Work Allocations are available for selection and adding to the Timesheet by the Team Member or manager. If unchecked, the Timesheet displays assigned Work Allocations only. 4. Click: o Save to save the Pattern and return to the Timesheet Pattern Detail page. o Save & New to save the Pattern and enter another. o Cancel to discard your changes. Fairsail Half Moon Release Notes Fairsail

36 Timesheets Setting up Fairsail Time Assigning a Timesheet Pattern to a Team Member Timesheet Patterns can be applied: To a group of Team Members by assigning the Pattern to a Policy (see page 48). To individual Team Members. Timesheet Patterns assigned to individual Team Members override a Timesheet Pattern assigned to the Policy used by the Team Member. You can use individual assignment for Team Members whose general Policy settings are the same as others, but who need a different Timesheet Pattern. Make sure that the Policy for the Team Member has Timesheets checked. (see page 48) The Timesheet Pattern field is not displayed by default on the Team Member Edit page and must be added. To add the Timesheet Pattern field to the Team Member Edit page: 1. Go to Setup > App Setup > Create > Objects. 2. Click the Label for the Employment Record. Fairsail displays the Custom Object page. 3. Go to Field Sets > Details and click Edit. 4. Drag and drop the Timesheet Pattern field into the Field Set. 5. Click Save. Next time you display a Team Member Details Edit page it includes the Timesheet Pattern field in the Employment Details section: Fairsail Half Moon Release Notes Fairsail

37 Timesheets Setting up Fairsail Time To apply a Timesheet Pattern to a Team Member: 1. Click the Team Members tab. 2. In the list of Team Members click Edit next to the Team Member. Fairsail displays the Team Member Details Edit page. 3. Scroll down to the Employment Details section and click Timesheet Pattern Lookup next to the Timesheet Pattern field. 4. Find and select the Timesheet Pattern you want to assign to this Team Member. 5. Click Save. A Timesheet based on the Timesheet Pattern you selected is linked to the Team Member and displayed next time they open a Timesheet in the Collaboration Portal. Fairsail Half Moon Release Notes Fairsail

38 Timesheets Setting up Fairsail Time Setting up Work Days Patterns Each Work Days Pattern defines the working week for one or more Team Members. Fairsail Time uses Work Days Patterns in conjunction with Overtime Conditions to establish when overtime is due on a Timesheet. Work Days Patterns can be assigned to: o A Policy to apply to all Team Members using that Policy. o Individual Team Members. 1. Click the Work Days Patterns tab. Fairsail displays the Work Days Patterns Home page. 2. Click New. Fairsail displays the Work Days Pattern Edit page: 3. In Work Days Pattern enter a name for the Pattern. 4. In the Days Worked section check the boxes for the days to be worked by Team Members using this Pattern. 5. Click: o Save to save the Pattern and display the Work Days Pattern detail page. o Save & New to save the pattern and re-display the Work Days Pattern Edit page for you to enter another Pattern. o Cancel to discard your changes. 6. At the bottom of the Work Days Pattern detail page Fairsail displays the Work Days Holidays related list: Work Days Holidays enables you to define days within the Work Days Pattern that are to be treated as holidays. These can be single, non-recurring days, or days that recur on a regular basis. Fairsail Half Moon Release Notes Fairsail

39 Timesheets Setting up Fairsail Time 7. Click New Work Days Holiday. Fairsail displays the Work Days Holiday Edit page: Complete the fields as follows: Field Work Days Pattern Holiday Name Date Recurring Basis Day Weekday Month Description The name of the Work Days Pattern to which this holiday applies. Automatically completed by Fairsail with the name of the Pattern you selected earlier. To change to another Pattern click Work Days Pattern Lookup the Pattern you want., find and select The name given to the day you want to set up as a holiday for this Pattern. The date of the Holiday. For a recurring holiday, enter the date of the next occurrence and use the following fields to define the pattern of recurrence. Checkbox. If checked, this holiday recurs on a regular pattern. For recurring holidays, the basis on which the holiday recurs, such as the day of the week, or the day of the month. Click the picklist and select the appropriate basis. For recurring holidays that recur on: The same day of the working week. Click the picklist and select the 1st through 5th, penultimate, or last. The same day in the month. Click the picklist and select from 1 through 31. For recurring holidays that recur on the same weekday. Click the picklist and select from Sunday to Saturday. For recurring holidays that recur on the same day of the month. Click the picklist and select the month. Fairsail Half Moon Release Notes Fairsail

40 Timesheets Setting up Fairsail Time Field Non Workday Action Description The action to take to move this holiday if it falls on a day that is already designated as a non workday, such as a weekend. Click the picklist and select from: None The holiday is not reassigned. Previous Workday The holiday is reassigned to the nearest preceding workday. Nearest Workday The holiday is reassigned to the nearest workday. Next Workday The holiday is reassigned to the nearest following workday. 8. Click: o Save to return to the Work Days Pattern Detail page o Save & New to save this holiday and define another. o Cancel to discard your changes. Fairsail Half Moon Release Notes Fairsail

41 Timesheets Setting up Fairsail Time Editing Work Days Patterns 1. Click the Work Days Patterns tab. Fairsail displays the Work Days Patterns Home page. 2. Click the pattern you want to edit: Fairsail displays the Work Days Pattern Detail page you selected: 3. To edit the Work Days Pattern, click Edit in the Work Days Pattern Detail section. You can then: o Change the name of the Pattern. o Change the days of the work week. To edit a Work Days Holiday, in the Work Days Holiday related list click Edit next to the holiday you want to change. You can then make changes to any of the settings for the holiday (see page 38). 4. When you have completed your changes, click: o Save to return the Work Days Pattern Detail page. o Save & New to save your changes and define another. o Cancel to discard your changes. Fairsail Half Moon Release Notes Fairsail

42 Timesheets Setting up Fairsail Time Setting Up Work Allocations Each Work Allocation defines a project, piece of work, or customer against which you want Team Members to book their time. Typically used for employees with portable skill sets who may work on a number of different projects or product lines over a period of time. When Work Allocations are defined and active, Team Members can book their time against the projects they have worked on during a timesheet period. Work Allocations can be defined as a flat set of separate projects, or in a hierarchy. By default, the Work Allocation object has fields for: Area The top level of the hierarchy. For example a geographical area or an area of expertise. You can rename this field if you want to use a name that is more meaningful for your organization. Work Allocation Name The second level of the hierarchy. For example a customer name, a product line, a major project name. You cannot rename this field. If you are not using a hierarchy, Work Allocation Name is displayed in the Timesheet for the Work Allocation. Code The third level of the hierarchy. For example a customer project, a sub project, or a team name. You can rename this field if you want to use a name that is more meaningful for your organization. You can manipulate and extend the hierarchy by adding fields to the Work Allocation object (see page 44). Fairsail Half Moon Release Notes Fairsail

43 Timesheets Setting up Fairsail Time To create a Work Allocation: 1. Click the Work Allocations tab. Fairsail displays the Work Allocations Home page. 2. Click New. Fairsail displays the Work Allocation Edit page: 3. Complete the fields as follows: Work Allocation Name Area Code Description Active The name for this Work Allocation to appear on the Collaboration Portal Timesheet. Work Allocation Name is used as the heading for time entries. To set up a hierarchy use the same Name for multiple Work Allocations. The area to which the Work Allocation belongs. By default, Area acts as the top level of the hierarchy for Work Allocations and populates the left-most selection box on the Collaboration Portal Timesheet. You can have multiple Work Allocations with the same Area to set up a hierarchy. You can also have multiple Areas with the same Work Allocation Name. To set up a flat set of Work Allocations with no hierarchy, leave Area blank and remove Area from the Work Allocation Hierarchy Field Set (see page 48). You can rename Area to something more meaningful for your organization. By default a sub-classification of Work Allocation Name. Code acts as the third level of the hierarchy for Work Allocations and populates the third selection box from left on the Collaboration Portal Timesheet. If Code is the lowest level of your Work Allocation hierarchy it must be unique within this Area and Work Allocation Name combination. If left blank for all instances of this Area and Work Allocation Name combination, no Code selection box is displayed on the Collaboration Portal Timesheet. You can rename Code to something more meaningful for your organization. A brief description of this Work Allocation. Description is displayed through the HR Manager's Portal and not in the Collaboration Portal. Checkbox. If checked, this Work Allocation is available for use and can be included on Collaboration Portal Timesheets. 4. Click: o Save to save the Work Allocation and display the Work Allocation Detail page. o Save & New to save the Work Allocation and define another. o Cancel to discard your entries and return to the Work Allocations home page. Fairsail Half Moon Release Notes Fairsail

44 Timesheets Setting up Fairsail Time Extending the Work Allocation Hierarchy By default, Work Allocation has three levels of hierarchy: Area Work Allocation Name Code You can rename the Area and Code fields if you wish, and extend the hierarchy by defining more fields for the Work Allocation object. Additional fields can be displayed on Timesheets to provide further classification of projects for time booking: You can define as many additional fields as you need to enable full timesheet classification. Follow this sequence: 1. Go to Setup > App Setup > Create > Objects and select the Work Allocation object. Define the additional fields you need as Text fields. When defining new fields make sure that: Field level security is set Visible for at least: o The Fairsail Administrator Profile, so that values can be loaded through the HR Manager interface. o The Fairsail Team Member Profile if you want the field to be visible for Team Members completing Timesheets in the Collaboration Portal. The Add Field checkbox is checked for the Work Allocation Page Layout, to add the field to the list of available fields for the page, and for the Hierarchy Field Set. Fairsail Half Moon Release Notes Fairsail

45 Timesheets Setting up Fairsail Time 2. In the Work Allocation object select Page Layouts: o Click Edit next to Work Allocation Layout. This controls the page layout for the Work Allocation Detail and Work Allocation Edit pages. o Check that the new field is in the correct position on the page. Typically, the page layout displays the fields in the same order as the hierarchy, with the highest level field at the top of the list. o Click Save. 3. To add the new field(s) to the displayed hierarchy in the Collaboration Portal Timesheet: o In the Work Allocation object select Field Sets. o Click Edit next to Hierarchy. o Drag and drop the field(s) into position in the Field Set. o Click Save. The position of the fields in the Field Set controls the order of the hierarchy; a higher position means a higher level in the hierarchy. Fields are taken from the Field Set top to bottom and displayed left to right in the Collaboration Portal Timesheet. In the example above, the Field Set runs from top to bottom: o Area o Work Allocation Name o Code o Additional field Making Work Allocations Available When you have created a Work Allocation you can choose how to make that allocation available to Team Members: Check the Active checkbox on the Work Allocation Edit page (see page 42). If the Timesheet Pattern has the Show Active Work Allocations checkbox checked (see page 33), the Work Allocation is made available on Timesheets and can be selected by Team Members. Once selected, the Work Allocation appears on Timesheets for a Team Member until a complete Timesheet for that Team Member has no time entries for that allocation - the Work Allocation is then removed from subsequent Timesheets until it is reselected. Set up a Work Allocation Assignment. Work Allocation Assignments apply to Timesheet Patterns and can make a Work Allocation: o Available for selection by all Team Members using the Timesheet Pattern when completing a Timesheet, by adding it to the selection box of available Work Allocations. o Automatically available by all Team Members using the Timesheet Pattern when completing a Timesheet without the need to select the Work Allocation from a selection box. This option is useful for ensuring that specific Work Allocations are always available on Timesheets, for example for an Infrastructure, Research, or Other Work category. Work Allocation Assignments can apply to all Work Allocations - the Active checkbox on the Work Allocation Edit page does not have to be checked. Fairsail Half Moon Release Notes Fairsail

46 Timesheets Setting up Fairsail Time Setting Up a Work Allocation Assignment 1. Click the Timesheet Patterns tab. 2. Click the name of the Timesheet Pattern to which you want to add the Work Allocation Assignment. For the Work Allocation Assignment to show on Timesheets the Timesheet Pattern must be set up for Work Allocation Entry Type. The Work Allocation Assignment applies to all users of the Timesheet Pattern, whether assigned through their Policy or directly. 3. Go to the Work Allocation Assignments related list and click New Work Allocation Assignment: Fairsail displays the New Work Allocation Assignment page: 4. Complete the fields as follows: Field Description Work Allocation The Work Allocation you want to assign. Click Work Allocation Lookup, find and select the Allocation. Any Work Allocation can be selected; it does not have to be Active. Timesheet Pattern Add To Timesheet The Timesheet Pattern to which you want to assign the Work Allocation. Automatically completed for you by Fairsail with the Timesheet Pattern you selected earlier. To change the Timesheet Pattern, click Timesheet Pattern Lookup select the Pattern., find and Checkbox. If checked, the Work Allocation is added as a set of time entry fields to all Timesheets using this Timesheet Pattern. The Work Allocation remains on subsequent Timesheets until Add To Timesheet is unchecked. If unchecked, the Work Allocation is added to the selection box of available Allocations for selection by the Team Member when completing a Timesheet. Fairsail Half Moon Release Notes Fairsail

47 Timesheets Setting up Fairsail Time Field Order Description Number. The order in which you want this Work Allocation to be displayed on the Timesheet. With the Calendar aligned Left, the lowest number Work Allocation Assignment is displayed as the left-most column for time entry. With the calendar aligned Top, the lowest number Work Allocation Assignment is displayed as the top-most column for time entry. 5. Click: o Save to save the Work Allocation Assignment and return to the Timesheet Pattern Detail page. The Work Allocation Assignment is added to the related list for the Pattern. o Save & New to save the Work Allocation Assignment and define another. o Cancel to discard your entries and return to the Timesheet Pattern Detail page. Fairsail Half Moon Release Notes Fairsail

48 Timesheets Setting up Fairsail Time Field Sets: Work Allocation Work Allocation Object Field Set Hierarchy Purpose Fields defining a set of levels for Work Allocations as used for Timesheets. The order of the fields defines the order of the hierarchy, with the highest level at the top of the list. The hierarchy is displayed as a set of selection boxes in a Timesheet when the Timesheet Pattern is set to use the Work Allocation Entry Type. By default the Field Set contains: Area Work Allocation Name Code In that order. You can rename the Area and Code fields, and you can define and add further fields to extend the hierarchy. To set up a flat set of Work Allocations without a hierarchy, remove Area and Code from the Field Set. Configure Policies and Profiles For Fairsail Time Policy Settings Timesheet checkbox. This is not displayed by default. To make the checkbox visible: a. Go to Setup > App Setup > Create > Objects > Policy b. Go to Field Sets > Additional Policies and click Edit. c. Drag and drop the Timesheet field into the Field Set. When displayed in the Policy make sure it is checked. Timesheet Pattern field. This is not displayed by default. To make the field visible: a. Go to Setup > App Setup > Create > Objects > Policy b. Go to Field Sets > Additional Policies and click Edit. c. Drag and drop the Timesheet Pattern field into the Field Set. When displayed in the Policy make sure a Timesheet Pattern is selected. Work Days Pattern field. Overtime Rules and Work Days Pattern work together to define Team Member entitlement to overtime. Make sure that the Work Days Pattern field is displayed in the Policy, usually in the Absences - Paid Time Off section, and that a Work Days Pattern is selected. Fairsail Half Moon Release Notes Fairsail

49 Timesheets Setting up Fairsail Time Profile Settings Team member settings as given in the table enable Team members to make and correct time entries in Timesheets through the Collaboration Portal. If you need to restrict Team Member permissions further, change the settings appropriately. Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member Fairsail Team Member Custom App Settings Fairsail Time Visible Custom Object Permissions Overtime Condition Read Create Edit Delete View All Modify All Overtime Rule Read Create Edit Delete View All Modify All Pay Code Read Create Edit Delete View Al Modify All Fairsail Half Moon Release Notes Fairsail

50 Timesheets Setting up Fairsail Time Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member Fairsail Team Member Time Reports Read Create Edit Delete View All Modify All Timesheets Read Create Edit Delete View All Modify All Timesheet Patterns Read Create Edit Delete View All Modify All Work Allocation Read Create Edit Delete View All Modify All Fairsail Half Moon Release Notes Fairsail

51 Timesheets Setting up Fairsail Time Work Allocation Assignments Read Create Edit Delete View All Modify All Work Days Patterns Read Create Edit Delete View All Modify All Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member Fairsail Team Member Action Events: Timesheet Event New Draft Submit Approve When sent When a Timesheet is created. When a Timesheet is saved. When a Timesheet is submitted for approval. When a Timesheet is approved. Fairsail Half Moon Release Notes Fairsail

52 Timesheets Setting up Fairsail Time Translation Workbench: Time Employment Record Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Shift Pattern Timesheet Pattern Lookup (Shift Pattern) Lookup (Timesheet Pattern) Overtime Condition Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Apply To Picklist Code Formula (Text) End Time Text (5) Holiday Name Text (255) Hours Greater Than Number (5,4) Overtime Rule Master-Detail (Overtime Rule) Pay Code Lookup (Pay Code) Rate Formula (Number) Start Time Text (5) Timespan Picklist Overtime Rule Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Minimum Hours For Consecutive Day Multiple Rule Action Checkbox Number (2,2) Picklist Pay Code Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Code Text (80) Description Long Text Area (32768) Rate Number (5,4) Fairsail Half Moon Release Notes Fairsail

53 Timesheets Setting up Fairsail Time Policy Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Shift Pattern Timesheet Timesheet Pattern Lookup (Shift Pattern) Checkbox Lookup (Timesheet Pattern) Shift Pattern Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Base Date Date Rolling Length Number (3,0) Time Report Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Amount Formula (Currency) Break Times Text (255) Code Text (80) Duration Number (5,2) End Time Text (5) Rate Number (5,2) Rate Duration Formula (Number) Report Date Date Start Time Text (5) Timesheet Master-Detail(Timesheet) Unit Amount Currency(14, 2) Work Allocation Lookup(Work Allocation) Work Location Lookup(Work Location) Fairsail Half Moon Release Notes Fairsail

54 Timesheets Setting up Fairsail Time Timesheet Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Amount Approved Date Duration Employment End Date Manager Action Manager Action Date Paid Date Rate Duration Start Date Submitted Date Roll-Up Summary (SUM Time Report) Date Roll-Up Summary (SUM Time Report) Master-Detail (Employment Record) Date Formula (Text) Formula (Date) Date Roll-Up Summary (SUM Time Report) Date Date Timesheet Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Timesheet Pattern Lookup (Timesheet Pattern) Timesheet Pattern Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Base Date Date Entry Type Picklist Layout Picklist Overtime Rule Lookup (Overtime Rule) Show Active Work Allocation Checkbox Show Overtime Calculations Picklist Snap To Step Time Checkbox Step Time Minutes Number (3,0) Time Periods Number (1,0) Timespan Picklist Fairsail Half Moon Release Notes Fairsail

55 Timesheets Setting up Fairsail Time Work Allocation Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Area Text (255) Code Text (80) Description Long Text Area (32768) Work Allocation Assignment Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Add To Timesheet Checkbox Order Number (5,0) Timesheet Pattern Work Allocation Master-Detail (Timesheet Pattern) Master-Detail (Work Allocation) Fairsail Half Moon Release Notes Fairsail

56 Stock Options Introduction Stock Options Fairsail now includes full support for employee Stock Option set up, award, and management. Introduction Employee Stock Options can be granted by a company to employees as part of an overall compensation and benefits package. A stock option grants an employee a conditional right to buy company stock, typically at a pre-determined grant price, and at a future date or over a range of dates. Rights to buy an option are typically phased, with portions of the complete grant becoming available for purchase, or vesting, in line with a vesting schedule. Each stock purchase by the employee is known as exercising the option. No portion of the option can be exercised until after the first vesting date This example shows a Stock Option that: Vests in three portions, of 25%, 25% and 50%. Has a vesting schedule with vesting dates at regular intervals. Is exercised by the employee in five portions of different amounts and at irregular intervals. Fairsail enables you to set up, grant, and maintain Employee Stock Options. You can: Set up one or more Stock Option Patterns, with each Pattern defining the basic parameters for a stock option, including the stock price against which the value of the option is to be calculated (see page 58). Each Pattern defines how Stock Options are handled for Team Members who leave your organization during the life of a Stock Option. Each Pattern includes one or more Stock Option Periods, defining the vesting schedule for the option. Grant Stock Options based on a Pattern to Team Members (see page 62). Record each exercise made by the Team Member when an option has vested (see page 68). Fairsail Half Moon Release Notes Fairsail

57 View the current status of a Team Member's Stock Options through their Employment Record. Stock Options Introduction Information displayed includes: o Details of the original grant, including the currency equivalent of the grant. o The vesting schedule for the option. o Quantities vested and exercised. o Values of the quantities vested and exercised, giving a quick view of the notional gain over the grant. Enable Team Members to view their Stock Options through the Collaboration Portal (see page 70). Configure Stock Options to display the information you need in the HR Manager's Portal and in the Collaboration Portal (see page 71). You can also configure an automated Stock Option Vesting Time to set the time of day at which options with a vesting date of today will vest (see page 73). Fairsail Half Moon Release Notes Fairsail

58 Creating a New Stock Option Pattern A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. 1. Click the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Click New Stock Option Pattern. Fairsail displays the Stock Option Pattern Edit page: 3. Complete the fields as follows: Field Stock Option Pattern Name Period After Leaving To Vest Period After Leaving To Exercise Stock Price Description A name for this Stock Option Pattern. Typically, the Name follows a standard convention established for stock options in your organization and may include the year of issue and a price indicator. For Team Members who have left your organization, the number of Period Units To Vest that must pass after the leaving date before stock options based on this Pattern vest. Typically defined by legislative requirements. For Team Members who have left your organization, the maximum number of Period Units to Exercise that can pass after the leaving date before stock options based on this Pattern must be exercised. Typically defined by legislative requirements. The Stock Price to be used to value stock options based on this Pattern. Typically Stock Price is the current market price, or a recently determined price of the stock. Individual Stock Options are awarded at a separately defined Grant Price. You can alter Stock Price through the life of the Stock Option Pattern, enabling the calculated value of the grant to be updated over time. Fairsail Half Moon Release Notes Fairsail

59 Stock Options Creating a New Stock Option Pattern Period Units The units of time to be used for the period(s) between vesting dates. Click the picklist and select from: Day Month Period Units To Vest The units of time to be used for the period between grant date and vesting date, and between leaving date and vesting date. Click the picklist and select from: Day Month Period Units To Exercise The units of time to be used for the period between grant date and exercise date, and between leaving date and exercise date. Click the picklist and select from: 4. Click: Day Month o Save to save the Pattern and display the Stock Option Pattern Detail page for the Pattern you have defined. o Save and New to save the Pattern and display a blank Stock Option Pattern Edit page o Cancel to discard your changes and display the Stock Option Pattern Home page. The Stock Option Pattern Detail page shows the information you have entered as well as: The Total Percentage for which Stock Option Periods have been defined. For a newly defined Stock Option Pattern, Total Percentage is 0.00%. As you add Stock Option Periods, the percentage increases until you have defined periods totaling 100%. The Stock Option Periods related list. You are now ready to define the Sock Option Periods for this Pattern. Fairsail Half Moon Release Notes Fairsail

60 Stock Options Creating a New Stock Option Pattern Creating a New Stock Option Period Stock Option Periods define the vesting schedule for the Pattern. Create as many Stock Option Periods as you need to define the complete vesting schedule for each Stock Option Pattern. 1. Click the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Open the Stock Option Pattern for which you want to create a new Stock Option Period. 3. In the Stock Option Periods Related List click New Stock Option Period. Fairsail displays the Stock Option Period Edit page: 4. Complete the fields as follows: Field Stock Option Pattern Period Percentage Description The name of the Stock Option Pattern for which you want to create this Stock Option Period. Automatically completed for you with the name of the Pattern you selected. To change to a different Pattern, click Stock Option Pattern Lookup, find and slect the Pattern you want. The number of Period Units between the grant date and the vesting date for this part of the Stock Option. Period Units are defined in the Stock Option Pattern. The percentage of the total Stock Option that vests after the Period. Percentages are summed for all Stock Option Periods defined for a Pattern and the Total Percentage displayed on the Stock Option Pattern Detail page. 5. Click: o Save to save the Period and display the Stock Option Period page for the Period you have defined. o Save and New to save the Period and display a blank Stock Option Period Edit page o Cancel to discard your changes and display the Stock Option Pattern Detail page. Fairsail Half Moon Release Notes Fairsail

61 Stock Options Creating a New Stock Option Pattern Repeat the procedure to create all the Stock Option Periods you need to define the vesting schedule for this Pattern. Fairsail Half Moon Release Notes Fairsail

62 Awarding a Stock Option to a Team Member When the Stock Option Pattern has been defined with its associated Stock Option Periods for the stock options you want to issue, you can award the options to individual Team Members. Stock Option records are attached to the Employment Record for each Team Member. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Click New Stock Option: Fairsail displays the New Stock Option page: 4. Complete the fields as follows: Field Description Information section Employment The number of the Employment Record to which this Stock Option applies. Defaults to the Employment Record you selected at the start of this procedure. To Fairsail Half Moon Release Notes Fairsail

63 Stock Options Awarding a Stock Option to a Team Member Field Stock Option Pattern Grant Date Quantity Grant Price Description change to a different record, click Employment Lookup record you want., find and select the The Pattern that applies to this Stock Option. The Stock Option Pattern must be set up before you can award a Stock Option. A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. Click Stock Option Pattern Lookup, find and select the Pattern you want. The date the option is granted to the employee. A past, present, or future date. Click today's date to the right of the field to insert today's date. Click in the field to display a date picker. The total number of shares the option represents. The unit price at which the employee can buy the shares represented by the option. Expiry and Termination section Expiration Date Vesting Termination Date The date after which an employee can no longer purchase vested stock options they have been granted. The date after which the option no longer vests for this Team Member. A manual override for the vesting schedule, typically used when a Team Member leaves your organization. If you leave Vesting Termination Date blank, vesting for this option continues to completion as defined in the vesting schedule. 5. Click: o Save to save the stock option you have entered. Fairsail displays the Stock Option Detail page. o Save & New to save the stock option and enter another Stock Option for this Team Member. Fairsail displays the New Stock Option page. o Cancel to discard your changes. Fairsail returns you to the Employment Record. Fairsail Half Moon Release Notes Fairsail

64 The Stock Option Detail page displays the detail for the newly granted Stock Option: Stock Options Awarding a Stock Option to a Team Member Fairsail Half Moon Release Notes Fairsail

65 Stock Options Awarding a Stock Option to a Team Member Below the Detail page are the Related Lists for the option: As well as the information you entered for the Stock Option, the detail page displays: Status section Total Grant Quantity Vested Total Vested The currency equivalent of the stock option, calculated as: Quantity x Grant Price The number of shares that are available for the Team Member to purchase. For a newly granted Stock Option, Quantity Vested is likely to be zero. As the vesting schedule progresses, Quantity Vested increases until all granted shares are vested. The currency equivalent of the Quantity Vested, calculated as: Quantity Vested x Grant Price Quantity Exercised The number of shares the Team Member has bought. For a newly granted Stock Option, Quantity Exercised is likely to be zero, and it is always less than or equal to Quantity Vested. Total Exercised Value section The currency equivalent of the Quantity Exercised, calculated as: Quantity Exercised x Grant Price Grant Value Vested Value Exercised Value The currency value of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity x Stock Price The currency value of the vested part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Vested x Stock Price The currency value of the exercised part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Exercised x Stock Price Fairsail Half Moon Release Notes Fairsail

66 Stock Options Awarding a Stock Option to a Team Member The Related Lists display: Stock Vesting You can configure the columns displayed: Click Edit Layout at the top of the page. Click Properties on the Stock Vesting related list. This example describes a typical layout. Stock Vest Vesting Date Quantity Total Price Vested A unique reference ID for for this Vesting record. Each Stock Vest record represents one line in this Stock Vesting table. The date this vesting becomes available for purchase by the Team Member. The number of shares made available in this vesting. The total cost to the Team Member of this vesting. Calculated as: Quantity x Grant Price. Checkbox. Checked when the Vesting Date is past. Stock Exercises You can configure the columns displayed: Click Edit Layout at the top of the page. Click Properties on the Stock Exercises related list. This example describes a typical layout. Stock Exercise Exercise Date Quantity Total Price A unique reference ID for for this Exercise record. Each Stock Exercise record represents one line in this Stock Exercises table The date the purchase was made. The number of shares purchased in this Exercise. Subject to the rules of the Stock Option scheme, Team Members can purchase part or all of the currently vested stock in a single transaction, and use multiple Exercises to purchase the total vested quantity. The total cost to the Team Member of this Exercise. Calculated as: Quantity x Grant Price Fairsail Half Moon Release Notes Fairsail

67 Stock Options Awarding a Stock Option to a Team Member Creating a New Stock Vesting You can create a new stock vesting for a Stock Option granted to a Team Member. The New Stock Vesting is applied in addition to the vesting schedule defined through the Stock Option Periods for the Pattern and is typically used to make part of the option available to that Team Member at a date other than those defined in the schedule. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Click the Stock Option reference for the Option you want to modify. Fairsail displays the Stock Option Detail page. 4. Scroll down to the Stock Vesting related list and click New Stock Vesting: Fairsail displays the Stock Vesting Edit page: 5. Complete the fields as follows: Field Stock Option Vesting Date Quantity Vested Description The Stock Option to which this vesting applies. Automatically completed by Fairsail. The date you want this portion of the Stock Option to vest. Click the field to display a date picker and select the date you want or click today's date beside the field. The quantity of stock you want to vest on the Vesting Date. Checkbox. If checked, the vesting date has passed and this portion of the Stock Option has vested. Fairsail Half Moon Release Notes Fairsail

68 Stock Options Recording Options Exercised Recording Options Exercised When an employee decides to exercise an option you must enter the details of their purchase on the Stock Option record. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Click the Stock Option reference for the option the Team Member wants to Exercise: Fairsail displays the Stock Option Detail page. 4. Scroll down to the Stock Exercises Related List. 5. Click New Stock Exercise: Fairsail displays the New Stock Exercise Edit page: Fairsail Half Moon Release Notes Fairsail

69 Stock Options Recording Options Exercised 6. Complete the fields as follows: Field Stock Option Exercise Date Quantity Description The number of the Stock Option to which this Exercise applies. Defaults to the Stock Option record you selected. To change to a different option, click Stock Option Lookup, find and select the option you want. The date the transaction to purchase is passed. A past date or today's date, typically not a future date. The number of shares purchased in this Exercise. Less than or equal to the outstanding balance of vested options. 7. Click: o Save to save the stock exercise you have entered. Fairsail displays the Stock Exercise Detail page. o Save & New to save the stock exercise and enter another Stock Exercise for this option. Fairsail redisplays the New Stock Exercise page. o Cancel to discard your changes. Fairsail returns you to the Stock Option Detail page. Stock Option Exercises are added to the Stock Exercises related list for the Stock Option: Fairsail Half Moon Release Notes Fairsail

70 Viewing Stock Options in the Collaboration Portal By default, Stock Options are displayed in the Team Member's Personal Profile: Fields displayed are controlled through the Team Member Details field set on the Stock Option object. Maintaining the Stock Price The Stock Price is used to calculate a financial value for granted stock options: Grant Value = Quantity x Stock Price Vested Value = Quantity Vested x Stock Price Exercised Value = Quantity Exercised x Stock Price You define an initial Stock Price when you create a Stock Option Pattern (see page 58). The initial Stock Price can be, for example: Your organization's quoted stock price at the date the Stock Option scheme is set up. Determined by a formula, based on the stock price at a specific date, and typically defined in the scheme rules. You can leave the Stock Price at its initial value through the life of an option, or, more typically, maintain it over time to reflect the changing market value of your organization's stock. To change the Stock Price: 1. Click the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Click Edit in the Action column next to the Stock Option Pattern you want to maintain. Fairsail displays the Stock Option Pattern Edit page. 3. Change the Stock Price to the value you want. 4. Click Save. Fairsail displays the Stock Option Patterns Home page. Fairsail automatically recalculates the values based on the new Stock Price. Fairsail Half Moon Release Notes Fairsail

71 Configuring Stock Options To configure Stock Options: Display Stock Options in the Employment Record (see page 71). Display Stock Option in the Collaboration Portal (see page 72). Set the Stock Option Vesting Time (see page 73). Rename any field labels you need by using the Translation Workbench Override option (see page 74). Displaying Stock Options in the Employment Record 1. Go to Setup > App Setup > Objects > Employment Record. 2. Click Page Layout 3. Click Edit. 4. Click Related Lists. 5. Drag and Drop the Stock Options related list to the position you want it to display in the set of related lists for the Employment Record. 6. Click Properties on the Stock Options related list. Fairsail displays the Related List Properties dialog. 7. Select the fields you want to display from the list of Available Fields and click Add to move them to the list of Selected Fields. 8. Use the Up and Down arrows to sort the list of Selected Fields to display in the order you want. 9. Click OK to close the Related List Properties dialog. 10. Click Save to apply the changes you have made. Fairsail closes the Page Layout editor. 11. Open a Team Member's Employment Record and check that the Stock Options related list is displayed as you want it. Fairsail Half Moon Release Notes Fairsail

72 Stock Options Configuring Stock Options Displaying Stock Options in the Collaboration Portal 1. In the policies for the Team Members for whom you want to display Stock Options, check Stock Options. By default, the Stock Options policy option is displayed in the Team Member section of the policy: Stock Options Checkbox. If checked, stock options are visible to the Team Member through the Collaboration Portal Personal Profile. 2. Use the Team Member Details field set to control which fields are displayed in the Collaboration Portal. Stock Option Object Field Set Team Member Details Purpose Fields displayed in the Collaboration Portal for Team Members Stock Options. Fairsail Half Moon Release Notes Fairsail

73 Stock Options Configuring Stock Options Setting the Stock Option Vesting Time You can set the hour of the day at which to run a Stock Option Vesting batch. The Stock Option Vesting batch sets the Vested field on the Stock Vesting object to True for all Stock Vesting objects when the Vesting Date is today. This means that Stock Options that vest today become available for purchase and can be exercised by Team Members. 1. Go to Setup > App Setup > Installed Packages 2. Click Configure next to Fairsail Human Capital Management. Fairsail displays the Fairsail HCM Configure page. 3. In Stock Option Vesting Time click the picklist and select the hour of the day you want the batch to run. 4. Click Save. Fairsail saves your changes and runs the batch when the time you set next occurs. You can also run the Stock Option Vesting batch immediately by clicking Run Now. Fairsail Half Moon Release Notes Fairsail

74 Stock Options Configuring Stock Options Translation Workbench: Stock Options Stock Exercise Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Exercise Date Date Quantity Number (18,0) Stock Option Master-Detail (Stock Option) Total Price Formula (Currency) Stock Option Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Employment Exercised Value Expiration Date Grant Date Master-Detail (Employment Record) Formula (Currency) Date Date Grant Price Currency (16,2) Grant Value Last Exercise Last Vesting Formula (Currency) Formula (Date) Formula (Date) Quantity Number (18,0) Quantity Exercised Quantity Vested Stock Option Pattern Total Exercised Total Grant Total Vested Vested Value Vesting Termination Date Roll-Up Summary (SUM Stock Exercise) Roll-Up Summary (SUM Stock Vesting) Lookup (Stock Option Pattern) Formula (Currency) Formula (Currency) Formula (Currency) Formula (Currency) Date Fairsail Half Moon Release Notes Fairsail

75 Stock Options Configuring Stock Options Stock Option Pattern Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Period After Leaving To Exercise Number (5,0) Period After Leaving To Vest Number (5,0) Period Units Period Units To Exercise Period Units To Vest Picklist Picklist Picklist Stock Price Currency (16,2) Total Percentage Roll-Up Summary (SUM Stock Option Period) Stock Option Period Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Percentage Percent (3,2) Period Number (18,0) Stock Option Pattern Master-Detail (Stock Option Pattern) Stock Vesting Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Quantity Number (18,0) Stock Option Master-Detail (Stock Option) Stock Option Period Lookup (Stock Option Period) Total Price Formula (Currency) Vested Checkbox Vesting Date Date Fairsail Half Moon Release Notes Fairsail

76 Fairsail Country Pack: U.S.A. Fairsail Country Pack: U.S.A. The Fairsail Country Pack for the U.S.A. leverages the information held on Fairsail to ease statutory reporting and data transfer requirements. The Pack integrates with Fairsail HCM and Fairsail Payflow and includes: Equal Employment Opportunity Commission reports. Occupational Safety & Health Administration reports. Veterans' Employment and Training service reports for Federal contractors. A generic HIPAA 834 file configuration for Payflow, To implement the Country Pack: 1. Check that your org has Fairsail HCM version 9.25 or later installed. If you want to use the generic HIPAA 834 file configuration for Payflow, check that your org has Payflow version 9.15 or later installed. 2. Install the Fairsail Country Pack - USA package in your org. This adds the reports and all necessary fields. 3. To use the generic HIPAA 834 file configuration for Payflow, follow the instructions in HIPAA 834 Benefits (see page 82). Fairsail Half Moon Release Notes Fairsail

77 Fairsail Country Pack: U.S.A. Pre-formatted Reports For U.S. Compliance Pre-formatted Reports For U.S. Compliance Fairsail provides a selection of pre-formatted reports to help meet common U.S. requirements including: Equal opportunities reporting, in line with legislation enforced by the Equal Employment Opportunity Commission. These are the EEO reports. Safety and health at work reporting, in line with legislation enforced by the Occupational Safety & Health Administration. These are the OSHA reports. Federal contractor reporting for veterans, in line with legislation enforced by the Department of Labor Veterans' Employment and Training service (VETS) and the Office of Federal Contractor Compliance Programs (OFCCP). These are the Vet reports. To access the reports: 1. In Fairsail HCM, click the Reports tab. 2. In the list of Folders, click US Compliance Reports. Fairsail displays the list of available reports: Fairsail Half Moon Release Notes Fairsail

78 Fairsail Country Pack: U.S.A. Pre-formatted Reports For U.S. Compliance Report EEO-1 Description The Employer Information Report EEO-1 is required annually by the U.S. Equal Employment Opportunity Commission's EEO-1 Joint Reporting Committee. Job Category must comply with one of the ten EEO-1 Survey Job Categories. See the 2010 Job Classification Guide, available from the EEOC website ( which maps SOC and Census Job Codes and Titles to the Survey Job Categories. Fairsail enables you to generate the report in CSV format for submission to the EEOC. If you are using CSV format: A separate form enables you to enter company specific information. For multi-establishment organizations, data is ordered by Work Location and concatenated into a single report to comply with Consolidated Report (Status 2). EEO-1 Summary EEO-4 EEO-4 Temporary EEO-4 New Hires OSHA 101 Accident Profile OSHA 200 Detail Log OSHA 300 Incident Log The State and Local Government Report is collected in odd-numbered years and must be filed by State and local governments with 15 or more employees. Fairsail EEO-4 contains ethnicity and salary data for full time employees. For full EEOC EEO-4 compliance you must also supply the data produced by Fairsail EEO-4 Temporary and Fairsail EEO-4 New Hires EEO-4 ethnicity data for non-full time employees. Contributes to the full EEOC EEO-4 report along with Fairsail EEO-4 New Hires. Salary data is not required. EEO-4 ethnicity data for employees starting in the current fiscal year. Contributes to the full EEOC EEO-4 report along with Fairsail EEO-4 Temporary. Salary data is not required. Information contributing to OSHA Form 101 Employer's First Report of Injury or Fatality. Form 101, while still in use, has been largely superseded by OSHA Form 301 OSHA 101 was required for all injuries resulting in death or five or more days of total or partial incapacity from earning wages. The form includes employee and employer information as well as information about the incident. Information contributing to OSHA Form 200, a combined detail and summary form for reporting work related fatalities, injuries, and illnesses. Now replaced by forms 300 and 300A. Information contributing to OSHA Form 300 Log of Work-Related Injuries and Illnesses. OSHA 300 provides a record of every work-related death and every work related injury or illness involving loss of consciousness, restricted work activity or job transfer, days off work, or medical treatment beyond first aid. Fairsail Half Moon Release Notes Fairsail

79 Fairsail Country Pack: U.S.A. Pre-formatted Reports For U.S. Compliance Report OSHA 300A Summary Description Information contributing to OSHA Form 300A Summary of Work-Related Injuries and Illnesses. OSHA 300A provides a summary by calendar year of incidents logged on Form 300, giving total numbers of cases by type, days lost, and injury or illness type. OSHA 301 Incident Analysis Information contributing to OSHA Form 301 Incident Report, one of which (or an equivalent) must be completed for each injury or illness entered on the OSHA 300 Log. Vet 100 Detail List Vet 100 Detail List New Hires Vet 100A Detail List Vet 100A New Hires Information contributing to the Federal Contractor Veterans' Employment Report VETS-100 comprising the number of employees in each of the defined categories of veteran, by job category. VETS-100 relates to covered contracts entered into before December 1, You must also supply the data produced by Fairsail Vet 100 Detail List New Hires. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100 comprising the number of new hires from the last 12 months in each of the defined categories of veteran, by job category. You must also supply the data produced by Fairsail Vet 100 Detail List. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100A comprising the number of employees in each of the defined categories of veteran, by job category. VETS-100A relates to covered contracts entered into or modified after December 1, You must also supply the data produced by Fairsail Vet 100A Detail List New Hires. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100A comprising the number of new hires from the last 12 months in each of the defined categories of veteran, by job category. You must also supply the data produced by Fairsail Vet 100A Detail List. Fairsail Half Moon Release Notes Fairsail

80 Fairsail Country Pack: U.S.A. Pre-formatted Reports For U.S. Compliance Additional Fields Used in the Reports This section lists the fields added to Fairsail to meet the needs of the Country Pack. Ensure that these fields contain data that can be used when the reports are generated. Company Details Visualforce page This page is displayed for completion when you choose to generate the EEO-1 report in CSV format. Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type At Least 100 Employees in Payroll Checkbox Company Number Text (255) Date(s) of Payroll Period Used Number (16,0) Dun & Bradstreet Number Text (255) Is Company Affiliated? Checkbox NAICS Code Number (18,0) Question C3 Was An EEO-1 Report Filed Last Year? Checkbox Checkbox Employment Record Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type A Year Ago Today Armed Forces Service Medal Veteran Disabled Veteran Ethnicity Gender Has Left Job Category Other Protected Veteran Recently Separated Veteran Special Disabled Veteran Vietnam Era Veteran Formula (Date) Checkbox Checkbox Picklist Formula (Text) Formula (Checkbox) Picklist Checkbox Checkbox Checkbox Checkbox Fairsail Half Moon Release Notes Fairsail

81 Fairsail Country Pack: U.S.A. Pre-formatted Reports For U.S. Compliance Incident Report Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type Address Of Physician / Hospital Text Area (255) Classify The Case Date Of Death Picklist Harming Object Or Substance Long Text Area (32768) Injury Illness Description Long Text Area (32768) Date On Job Transfer Or Restrictions Text (100) OSHA Case Number Text (100) Time Employee Began Work Time Of Event Treatment Location Away From Worksite Type Of Illness (OSHA) Date/Time Date/Time Text Area (255) Picklist What Happened Long Text Area (32768) What Was The Employee Doing Just Before Long Text Area (32768) Work Location Object Default Field Label Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Field Type State Abbreviation Picklist Status Code Number (1,0) Unit Name Text (18) Unit Number Text (18) Fairsail Half Moon Release Notes Fairsail

82 Fairsail Country Pack: U.S.A. HIPAA 834 Benefits HIPAA 834 Benefits The U.S. HIPAA EDI Benefit Enrollment and Maintenance Set (834) is a standard defining the requirements for electronic data transfer between employers, unions, agencies or associations and healthcare organizations that pay claims or administer insurance. The healthcare organizations are known as payers. The Set covers member enrollment information such as benefits, subscription details, and demographics, and is typically used for health plan enrollment, changes, and termination of membership. Fairsail provides a generic HIPAA 834 file configuration for Payflow, enabling you to build a data feed for a healthcare insurance provider that conforms to the 834 standard. The 834 standard comprises a number of mandatory fields but also allows flexibility in implementation, in part to enable conformity with the requirements of individual States. The generic configuration is intended to ease and accelerate building 834 compliant feeds, but it is not usable without further configuration - there is no single definition of the complete 834 standard that can be implemented without some modification. For each feed you need to: Read the payer's (carrier's) implementation notes for their variant of the 834 standard. Build the data mapping to conform to the details of the implementation. Amend the Header and Footer content to match the requirements of the payer Build and test the link to the payer. Resources Payflow 9.08 or later. Includes the necessary support for 834 Benefits. Earlier versions of Payflow do not support the standard. ASCX12 Benefit Enrollment and Maintenance (834) Consolidated Guide The implementation guide with a full definition of the standard, published by the Accredited Standards Committee X12 of the American National Standards Institute. The definitive reference guide to the 834 standard. Available to buy from: Generic 834 Format File.fs The Payflow configuration file containing the 834 format. Import this file into Payflow to create the Generic 834 Format Payflow Service. The default Service includes: o A Generic834 text Download File. You must edit the Header and Footer content to match the requirements of the carrier. o Outline mapping for 834 Format Segment IDs to HCM Fields. You must edit the mapping to match the requirements of the carrier. EDINotepad or similar application. The Express version is free and enables rendering, editing, and syntax validation of 834 format files. Available to download from: Fairsail Half Moon Release Notes Fairsail

83 Payflow Console Payflow Console The Payflow Console adds an overview page to the display of each Payflow Service: Payflow Console includes: Buttons to: o Configure the Payflow Service. o Upload a Payflow file. o Download a Payflow file. o Delete the Payflow Service. Fields displaying: o Payflow Service Name o Payroll Period The value in the Payflow Service object Payroll Period field. One of Monthly, Semimonthly, Biweekly, or Weekly. o Batch Run Mode A formula field that checks for a value in the Payflow Service object, Batch Start Cron Command field and returns either Manual or Automatic. o Next Run Date/Time For Batches run in Automatic mode, the date and time of the next scheduled batch. For manually run batches this field is blank. Fairsail Half Moon Release Notes Fairsail

84 Payflow Console The Payflow Batches Related List, including: o Batch number o Period Start and End Dates o Batch Start and End date and time Fairsail Half Moon Release Notes Fairsail

85 Tax Status Information Available for Payroll Creating a New Tax Status Record Tax Status Information Available for Payroll Fairsail HCM includes the Tax Status object, giving access to Team Member tax status history: Tax codes, amounts and percentages for multiple tax types: o Country/federal tax o Regional/state tax o City tax Team Members can have multiple Tax Status records with different Effective Dates, enabling you to build a tax status history for each tax type. You can use Payflow to extract tax status information for onward transmission to payroll. Tax Status is available as a Related List on the Employment Record. Creating a New Tax Status Record 1. In the HR manager Portal, open the Employment Record for the Team Member. 2. Scroll down to the Tax Statuses Related List and click New Tax Status:. Fairsail displays the Tax Edit page: Fairsail Half Moon Release Notes Fairsail

86 Tax Status Information Available for Payroll Creating a New Tax Status Record 3. Complete the fields as follows: Field Employment Effective Date Type Locality Code Amount Percentage Allowances Description The Employment Record you selected at the start of this procedure. Fairsail automatically completes this field for you. To change Employment Record, click Employment Lookup the Record you want., find and select The date you want this Tax Status to start. Can be a past date, today, or a future date. Click the field to display a calendar and select the date you want, or click today's date to the right of the field to select today. Picklist. Click the picklist and select the type of tax to which this record applies: Country For example Federal or national tax. Region For example State tax. City Text. Optional. Enter the name of the country, region, or city imposing the tax, or some other identifier that clearly identifies the tax. Text. Optional. Enter the code associated with the tax. Currency amount. Optional. Enter an amount if the tax is charged at a fixed value for each period. You can alternatively enter a value in Percentage. Percentage rate, up to two decimal places. Optional. Enter a percentage if the tax is charged at a fixed rate. You can alternatively enter a value in Amount. The value of any allowances the Team Member can deduct from the tax. 4. Click: o Save, to save the Tax Status record and display the Tax Status Detail page. o Save & New to save the Tax Status record and display a new Tax Status Edit page for you to enter another record. o Cancel to discard your changes and display the Employment Record. Completed Tax Status records are added to the Tax Statuses Related List on the Team Member's Employment Record: Fairsail Half Moon Release Notes Fairsail

87 Tax Status Information Available for Payroll Translation Workbench: Tax Status Translation Workbench: Tax Status Tax Status Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Allowances Number (5,0) Amount Currency (16,2) Code Text (80) Effective Date Employment Date Locality Text (128) Master-Detail (Employment Record) Percentage Percent (16,2) Type Picklist Picklists: Tax Status Tax Status Object: Default Picklist values Type Field Country Region City To edit these defaults go to: Setup > App Setup > Create > Objects Select object, select field, go to Picklist Values related list. Fairsail Half Moon Release Notes Fairsail

88 Multi-language Support Displaying in Your Local Language Multi-language Support In addition to the multi-language support for core terminology offered by Salesforce, the Fairsail Collaboration Portal and HR Manager's Portal are available fully translated into the following languages: English Czech Dutch (Flemish) French (European) French (Canadian) German Portuguese (Brazilian) Spanish Swedish Supplied languages must be set up for display (see page 89). When languages are set up, they can be selected in the picklist displayed at the bottom of the Collaboration Portal (see page 88). Displaying in Your Local Language If your organization uses Fairsail in more than one language, you can use use the Language picklist at the bottom of the Collaboration Portal to select your local language: The Collaboration Portal uses the selected language to display all section titles, column headings, and field names. Any content entered when using Fairsail is retained in the original language. If the Language picklist is not displayed on your Profile page, your organization may use Locale settings to define your local language - check with your HR Administrator. Fairsail Half Moon Release Notes Fairsail