Check hours against contracts
See whether each person is working their contracted hours over a week, a rota cycle, a quarter or the year, what they are owed or over, and when overtime starts.
A rolling rota can give one person 36 hours one week and 48 the next. Hours vs contract adds it up over a longer period, so you can see whether someone is working the hours in their contract, how many hours they are owed or over, and when they pass their contract and overtime would start. It shows hours only. It changes nothing about pay, and staff cannot see it.
On the rota
Open Staff rota and select Hours vs contract. Choose Week, Rota cycle, Quarter or Year, and step to the previous or next period with the arrows. Today returns to now.
For each person the table shows:
- Contract per week, and Target so far: the contract hours for the days of the period up to today. Days before someone's start date or after their end date do not count, so a new starter has a smaller target.
- Worked so far: confirmed hours, plus rostered hours for shifts that have ended but were not confirmed. Those are marked not confirmed, so you can see which hours nobody has checked. Sleep-ins and on-call standby count as no hours. Approved extra-hours and call-out claims count.
- Leave credited: approved annual and sick leave counts as the hours of the shifts it covers, so a week of holiday does not show as owed hours.
- Rostered ahead: shifts still to come in the period.
- Balance: worked plus leave credited, minus the target so far. Owed (amber) means they are behind their contract; Over (blue) means they are ahead.
- Overtime point: the date the hours worked pass the target for the whole period, and how many hours are past it. A date that has not happened yet is marked Projected and comes from the rota. Leave does not count towards overtime.
In the week view of the rota, each person's row also shows the week's hours against their contract, for example 32 / 40.
Hours are added up across every home in your organisation, so you may see hours a person worked at a home you do not manage. You see totals only.
Who is not measured
Bank and agency staff, and anyone without contracted hours, show No contract hours. Their hours worked are shown but they have no balance.
A Rota cycle period needs the person to have a repeating pattern; without one the table says so.
Changing someone's contract
Open the person's staff profile and change Contracted hours per week. Fill in Contracted hours change from with the date the new hours start. Earlier weeks keep the old figure, so a change from 40 to 30 only lowers later targets. Leave the date blank to start today.
When ARC first held contracted hours, each person's current figure was dated from their start date. If their hours were different before they joined ARC, balances for those early weeks will be off; add a dated change to correct it.
The year
The year starts on the date your organisation administrator sets in Company information, under Hours year starts. It is 1 April unless they change it.
For organisation administrators
Open Company Admin and select Hours against contract. It lists everyone employed in every home, with the same figures. Download CSV saves them for payroll: name, NI number, homes, contract hours, the period, target, worked (confirmed), worked (not confirmed), leave credited, balance and overtime hours past the point.
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