Working with Schedule Groups: Procedures for Managers and Schedulers
This guide describes procedures for assigning, editing, and removing schedule groups in MyTime.
Key Concepts
In MyTime schedule groups are used to identify alternative work schedules and to identify when an employee works a fixed evening or night shift.
A non-exempt employee must be assigned to the correct schedule group in order for MyTime to determine how the employee earns daily and weekly overtime when hours recorded exceed their established work schedule. In addition, schedule groups for fixed evening and night shifts determine when pay premiums should be applied.
Schedule groups for alternate work schedules for non-exempt employees
|
Schedule Group |
Reason |
Result |
|---|---|---|
|
Work Schedule 08-80 |
Employee works 8/80 schedule |
Employee will be assigned a pay rule that pays 1.5x base rate over 8 hours in a day, pays 2.0x base rate over 12 hours in a day, and pays 1.5x base rate over 80 hours in the pay period. |
|
Work Schedule 10-40 |
Employee works 10/40 schedule |
Employee will be assigned a pay rule that pays 1.5x base rate over 10 hours in a day, pays 2.0x base rate over 12 hours in a day, and pays 1.5x base rate over 40 hours in the pay period. |
|
Work Schedule 12-40 |
Employee works 12/40 |
Employee will be assigned a pay rule that pays 2.0x base rate over 12 hours in a day and pays 1.5x base rate over 40 hours in the pay period. |
|
Work Schedule 08-40 |
Employee works 8/40 |
Employee will be assigned a pay rule that pays 1.5x base rate over 8 hours in a day, pays 2.0x base rate over 12 hours in a day, and pays 1.5x base rate over 40 hours in the pay period. |
|
Work Schedule 9/80 |
Employee works 9/80 |
Employee will be assigned a pay rule that pays 1.5x base rate over 9 hours in a day, pays 2.0x base rate over 12 hours in a day, and pays 1.5x base rate over 80 hours in the pay period. |
Schedule groups for fixed shifts for non-exempt employees
Schedule groups are also used when an employee works a permanent fixed shift. Employees typically receive an evening or night shift differential based on actual hours clocked in/out. However, some collective bargaining unit contracts require that an employee who works a permanent evening or night shift receive a shift differential when:
- They are temporarily reassigned to another shift
- They are taking paid leave, including holiday, vacation, sick (does not include jury duty, other paid leave, comp time)
An employee with a schedule group indicating a permanent evening or night fixed shift is paid the differential under these circumstances.
|
Schedule Group |
Reason |
Result |
|---|---|---|
|
Fixed Shift Evening |
Employee is considered permanent evening shift |
Employee will be assigned an adjustment rule that will pay an EX bargaining agreement employee evening shift differential for all hours worked in day shift. Non-EX bargaining agreement employees will receive evening shift differential for any eligible non-productive time paid. |
|
Fixed Shift Night |
Employee is considered permanent night shift |
Employee will be assigned an adjustment rule that will pay an EX bargaining agreement employee night shift differential for all hours worked. Non-EX bargaining agreement employees will receive night shift differential for any eligible non-productive time paid. |
Schedule group for biweekly exempt employees
This default schedule group is assigned to all biweekly exempt employees in jobs at 100% FTE.
|
Schedule Group |
Reason |
Result |
|---|---|---|
|
Exempt 8 |
Default schedule group for biweekly exempt who work 100%. |
Employees who are biweekly exempt and are 100% FTE will be assigned a schedule group pattern of 0800-1600. |
Schedule groups for advanced scheduling departments
A few advanced scheduling departments are managing a short list of schedule groups that are non-pay impacting. These schedule groups are used to organize employees who share similar characteristics.
Manager Responsibilities
With the implementation of MyTime, managers or their designated delegate or department scheduler, are responsible for assigning alternate work schedules, including evening and night shift assignments, through the scheduling functionality in MyTime. The former Health Shift Change and Campus HBS Timekeeping Management Action Forms will be retired in PeopleConnect effective May 12, 2025.
- Managers should be aware of bargaining contract rules specific to their employee and the earning of shift differential when taking paid leave or on a temporary reassignment.
- It is critical that managers maintain schedule groups by checking for accuracy every pay period. Remove employees from a fixed evening or night shift schedule group immediately upon an employee no longer working one of these shifts.
- If a manager determines that the employee is not due a differential calculating on the timecard, they may remove the differential on the timecard by doing a labor category transfer. An example of this would be if an employee requests to be moved one day from evening to a day shift for personal reasons.
Process Steps
It is important for managers (or designees) to ensure schedule group assignments are current and accurate. For example, if an employee has moved to a day shift, update the schedule group to avoid pay issues such as the employee continuing to earn the differential. Or, if an employee has moved to an alternate schedule, update the schedule group to avoid the employee earning overtime at the incorrect overtime thresholds.
Managers can only change the current period schedule group. Retroactive corrections to schedule group for a closed payroll period must be sent to Payroll as a History Timecard Adjustment .
Update Schedule Groups during Initial Cutover to MyTime: Non-Exempt Employees
During cutover, non-exempt employees were assigned to schedule groups based on their schedule set up in HBS.
- Non-exempt employees with alternate or fixed evening/night schedules recorded in HBS were applied on May 6, 2025.
- Non-exempt employees with no alternate or fixed evening/night schedule recorded in HBS were assigned to the 8/40 schedule group by default.
Managers (or designees) should review all schedule group assignments to ensure they are current and accurate applied during cutover.
- From the Main Menu in MyTime, navigate to Schedule and then the applicable Schedule Planner.
- In the schedule, select View by Employee, then Schedule Group.
As needed, managers or schedulers must remove employees from an incorrect schedule group and add the employee to the correct schedule group. For step-by-step instructions see Add or Remove an Employee from a Schedule Group.
Refer to the following guidelines for updating schedule groups.
|
Reason |
Action Needed |
Result |
|---|---|---|
|
Employee works 8/80 schedule |
|
Employee will be assigned a pay rule that:
|
|
Employee works 10/40 schedule |
|
Employee will be assigned a pay rule that:
|
|
Employee works 12/40 |
|
Employee will be assigned a pay rule that:
|
|
Employee works 8/40 |
|
Employee will be assigned a pay rule that:
|
|
Employee works 9/80 |
|
Employee will be assigned a pay rule that:
|
|
Employee is a considered permanent evening shift |
|
Employee will be assigned an adjustment rule that will pay an EX bargaining agreement employee evening shift differential for all hours worked in day shift. Non-EX bargaining agreement employees will receive evening shift differential for any eligible non-productive time paid. |
|
Employee is a considered permanent night shift |
|
Employee will be assigned an adjustment rule that will pay an EX bargaining agreement employee night shift differential for all hours worked. Non-EX bargaining agreement employees will receive night shift differential for any eligible non-productive time paid. |
Update Schedule Groups during Initial Cutover to MyTime: Biweekly Exempt Employees
During cutover, biweekly exempt employees working 100% were assigned to the Exempt 8 schedule group in order to assign a default schedule of Monday – Friday, 0800 – 1600 to populate the timecard with paid hours for a 40/hr work week. In order to get paid correctly, biweekly exempt employees must have productive hours (or non-productive hours like PTO) entered on their timesheet for each day worked.
Departments that wish to change the default schedule to reflect an employee’s exact work hours will need to:
- Remove the employee from the E8 Schedule Group. For step-by-step instructions see Add or Remove an Employee from a Schedule Group.
- Edit or delete the Schedule Pattern currently assigned using the following job aids:
Add Newly Hired Employees to Schedule Groups
By default, newly hired non-exempt employees will be assigned a schedule group of 08-40. Biweekly exempt employees at 100% will be assigned a schedule group of Exempt 8.
As part of the department’s schedule creation process for new hires, the manager or schedule must update the schedule group for non-exempt employees working an alternate work schedule or fixed evening or night shift. This is needed to ensure proper calculations of overtime and pay differentials.
As needed, managers or schedulers must remove employees from the default schedule group and add the employee to the correct schedule group. For step-by-step instructions see Add or Remove an Employee from a Schedule Group.
Manually Adjusting Differentials
If a differential calculates for an employee with a fixed shift, and they are not due the differential on a one-off or ongoing basis, the manager should take one of two actions.
- The manager or timekeeper will need to perform a work rule transfer on the timesheet.
For example, an employee with an evening fixed shift voluntarily requests to work the day shift. The employee will receive the evening differential on the timecard for the shift. The manager will need to perform a “Voluntary Temp Reassign” work rule transfer to remove the differential.
- Add an end date the schedule group for the fixed shift to indicate the employee is no longer permanently working an evening or night shift.