Daily Job 'Hours to Days' Rule
For assignments where the "Bill Rate is Daily Rate" checkbox is ticked, the system will convert the hours entered by a staff member to days. To do this, a day is broken into small 1 to 2 minute increments (depending on how many hours in a standard day for that job) and the percentage of the day worked is calculated as Increments Worked / Total Available Increments. This calculation is performed per day and then the sum for all days is added together for the timecard.
In addition and for the sake of clarity, the following also applies:
- Days are capped by default at 8 hours. If a staff member works more than 8 hours, only 1 day will be billed. This can be adjusted higher/lower per project if required - see "Altering the Hours to Days Rule" below.
- Additional hours worked on a day will be banked and if the staff member works less hours on a future day in the same month, these 'banked' hours will be used to 'top up' the shortfall. This is known as "Overs and Unders". For more information on this feature, please see Overs and Unders Process : Apex Support (proximity.com.au)
This is the calculation used:
Amount of day worked = ROUND_DOWN( <Hours Worked in that day> / <increment> ) * 1 / <number of increments in day>
Then, the amount of each day worked is summed as a total for the timecard:
Total Days Worked = SUM(Amount of each day worked)
For example, if John Smith works the following days on a job with a standard 8 hour work day, broken into increments of 0.01
Monday
Tuesday
Wednesday
Thursday
Friday
8 hours
10 hours
7.5 hours
6.15 hours
2 hours
Applying the above calculation, the amount of day worked for each day is:
Monday
Tuesday
Wednesday
Thursday
Friday
= 8 / 0.01 * 0.00125 = 1 day
10 / 0.01 * 0.00125 = 1.25 = 1 day
(max 1 day cap applied)
= 7.5 / 0.01 * 0.00125 = 0.9375 day
= 6.15 / 0.01 * 0.00125 = 0.76875 day
= 2 / 0.01 * 0.00125 = 0.25 day
Therefore the Total Days Worked for this timecard is 3.95625 days.
Altering the Hours to Days Rule
Sometimes, the rule for a particular project may need to be altered. An example of this is jobs under the WoAG Legal Services Panel, which have a working day of 7.5 hours rather than Proximity's standard 8.
In this case:
- Assign the new Hours to Days Rule to the project. Do this by altering the 'Hours to Days Rule' field on the Project Details tab
- If you don't find a suitable Hours to Days rule, speak with Technology about how to create a new one.