Adjustments Reasons allow RotaMaster users to record the different reasons for rota changes (leave, sickness, etc), increased spending (shift bonus, overtime, etc) and shift duration changes (lateness, early start etc).
Adjustment Reasons can be configured by organisations to match their requirements and are configured in RotaMaster under Rota > Rota Settings > Adjustment Reasons.
From this screen, users can see the current Adjustment Reasons and their settings. Various default Adjustment Reasons - including Annual Leave and Sick Leave - are configured by default.
New Adjustment Reasons can be added using the green plus button, or existing reasons can be edited by clicking on the Adjustment Reason and then clicking the blue edit pen at the top of the screen.
Each of these options (Add or Edit) open the screen below;
From here users can define the Adjustment Reason and then whether it is;
- Paid - when ticked, if this reason is used to remove someone from a shift, their pay will remain the same. Commonly ticked for Annual Leave, Paid Sickness etc.
- Is Value Calculated - no function.
- Is Pensionable -when ticked, if the person is pensionable, the amount associated with the adjustment will be included in any pension reports.
- Included in contracted hours - will be included as part of any contracted hour calculations (doesn't need to be ticked for leave or sickness as these are already included)
- Is Leave - when ticked, any time this reason is used a leave instance will be recorded and will decrease the person's remaining leave allowance(s) as applicable.
- Is Sick - when ticked, any time this reason is used a sickness instance will be created.
- SSP - Will flag the sickness adjustment as 'Statutory Sick Pay'.
- Is Day Off - This reason can be requested from the Day Off screen (People+ and Leave+ only).
- Is Overtime - when ticked this reason can be used when Overtime is recorded.
- Has Allowance - there are three options for this: No Allowance, Zero Allowance and Previous Adjustment Allowance.
- No Allowance- this means that an allowance does not have to be set for this adjustment reason and staff members can request as much as they need. Common examples of this are Study Leave or Compassionate Leave, as the amounts needed in a year will be hard to predict.
- Zero Allowance- this means that an allowance will not be automatically set up for this adjustment reason. A common example would be Maternity Leave. For a staff member to be able to request this leave, an allowance will have to be manually added into their record.
- Previous Adjustment Allowance - this means that at the beginning of the leave year, the person will inherit the same allowance as the previous year. This is often used for Annual Leave. So if in the 2017 leave year, an allowance of 20 days was manually added in, in the 2018 leave year this would reset to 20 days.
- Finance - only Nominal Code and Contract Number used.
- Colour - used on the Rota Weekly Viewer.
- Visible on NetMaster - if this is ticked in conjunction with "Is Leave" or "Is Day Off" staff members will be able to view and request this adjustment reason on NetMaster (Leave+ and People+ only)
- Shift Adjustment - ticking this will enable you to add the adjustment to a shift, either to enhance the pay for a bonus or overtime, or to highlight something unusual about the shift, e.g. training
Adjustment reasons are also able to be hidden using the Hidden icon on the toolbar.
If the adjustment reason is used in future adjustments, the system will generate an export to show every where it is in use and needs to be manually amended.
Adjustment reasons are also able to be unhidden, by selecting the Unhide icon on the toolbar. To view hidden adjustment reasons, tick 'Show Hidden' in the bottom left hand corner of the screen.
