Automatic Meal and Rest Breaks – An Employer’s Guide

Breaks
Image by Engin_Akyurt from Pixabay

Different forms of rest breaks are important for your employees’ physical and mental well-being. When structured properly, they can have a positive impact on health and safety and also improve the productivity in your workplace.

Workday Breaks 

Breaks during the workday allow employees to rest during the workday. They could be in the form of rest breaks, coffee breaks and meal breaks.

Meal and Rest Breaks
Meal and Rest Breaks

Most national and EU regulations require specific breaks based on the number of hours worked. Depending on the country, some or all of these breaks could be paid or unpaid.

Break Times

Meal breaks and rest breaks are essential for workers during a long work day.  The U.S. Fair Labor Standards Act (FLSA) does not mandate an employer to offer meal or rest breaks to employees. But several states have their own laws that obligate employers to give paid and unpaid breaks to employees.

Whether it is mandatory or not, many employers do allot paid /unpaid time for lunch and other breaks. Federal law does designate what time is considered paid and unpaid.

Tracking Break Times

Lunch and rest breaks can be tricky to track. Some employees may forget to clock out. Others may forget to clock back in, when they start working in. This leads to either minutes being added to employee timesheets or being reduced from their time worked. This means that the timesheets are inaccurate and therefore payroll is inaccurate too. In order to make timesheets more accurate, many employers choose to implement automatic time deductions for meals and rest breaks. This ensure that employees get their daily breaks automatically deducted. This is great for employers who want to ensure that they are paying employees accurately. But many people still question the legality of automatic meal and break deductions.

Are Automatic Break Deductions Legal?

Yes! According to the U.S Department of Labor (DOL) and FLSA, it is legal for employers to automatically deduct lunch breaks. As long as the employee actually takes the lunch break. A legal meal break has to last at least 30 minutes according to the FLSA. The key is that employers need to communicate meal periods unambiguously to employees.

Unpaid Meal Breaks

States that enact meal break laws require a half hour break if the employee’s work day is longer than 5 or 6 hours. These meal breaks must be at least 30 minutes long, according to the FLSA. Meal breaks are uncompensated as the employee does not perform any work duties during this time.  If an employee works during the meal break, she has the right to be paid for that time.

Paid Rest Breaks

Rest periods are smaller breaks that are 5 to 20 minutes long. These breaks are compensated as they are considered normal working time. Some states require 10-minute break times for every 4 hours of an employee’s shift. These short breaks are generally considered to promote better productivity.

You can find more information about which hours are considered paid and unpaid.

Keeping Track of Breaks Automatically

Configuring Automatic Breaks
Configuring Automatic Breaks

You can keep track of your employee’s work times by implementing an easy-to-use time tracking app in your operations. With the Mobile Time Tracker’s Auto Breaks feature, you can automatically deduct time from employee timecards, based on the specifications that you have set up. You can add as many break rules as you need to ensure that your employees break times are properly accounted for.

Why use the Auto Breaks Feature?

Managers and Administrators have a lot on their plates when it comes to tracking employee times. Week after week, they need to make sure that all employee work and break time is recorded automatically. The Time Tracker’s Auto Breaks feature does the heavy lifting for you. It can automatically apply the break rules, based on the rules that you have set up.

Make sure that you are complying with all federal and local laws concerning break times. That way you avoid trouble with employees, DOL and FLSA. And you make sure that your payroll is accurate.

 

Configuring dftly Time Tracker to your requirements.

Last week, we spoke about how powerful Salesforce’s configuration options are. It is configuration that allows Salesforce to fit into many different business situations.

With the dftly Time Tracker, we give you a layer of configuration above and beyond those provided by Salesforce. You get several configurable options to make the Time Tracker fit your business needs and requirements closely, without having to go through the time and expense of a “customized” solution.

The idea is to enable you to match dftly Time Tracker to your business process as closely as possible. And to do all this easily and quickly, without having to depend on busy programming staff. You can configure everything that you need with a series of drop downs, clicks and check boxes.

You can select the specific objects in Salesforce to which you want to track time

Select objects to track time to
Objects to which your org tracks time to

to. Let’s say you want your Sales team to track time to Opportunities and Tasks related to them rather than to Projects and Tasks. So now your Sales team would see Opportunities and Tasks as the two drop downs on their mobile phones.  You can do that by selecting Opportunities and Tasks as the two drop downs that your users see, when you configure the Time Tracker. You can also choose the specific fields from those two objects that will actually show up on your user’s mobile phones. If you want each user to see only those Opportunities that are assigned to him/her, you can set that up as a filter condition, when setting up that specific configuration.

Let’s say now, you want your Service Engineers to track time to Orders and Cases. You can set up another App Key that will allow you to set up a different set of drop-downs from what you set up for your Sales team. Again with the same level of granularity for Orders / Cases assigned to specific Service Engineers.

With Time Tracker, you get a whole set of options for configuring the product to your exact requirements:

  • You can choose what specific work types or Check-in Types
    Configure Time Tracker Check-in Types
    Configuration options for Time Check-in

    your mobile users can track time to. Let’s say you have construction teams and you want to track time when they Travel, Load/Unload Equipment, Lunch Breaks and Work, you can do that very easily. Now let’s say you are a healthcare business where your therapists travel to patient locations, you could choose to track time for Travel and Therapy.

  • For each Check-in Type, you can select whether your users need to take a photo at the beginning and end of each transaction.
  • You can set up specific instructions for your users at each step
  • You can set up whether GPS Location Tracking should be enabled at Start and Stop of each Check-in Type
  • You can set up whether your users need to add Notes at the Start and End of each Check-in type
  • You can configure the icon for each Check-in Type to be something that your users are familiar with
  • And you can even configure the colors for the icon to match your company colors.

All of these options go back to our original premise that configuration allows a business-focused user to personalize aspects of a system, without having to depend on programmers to do so.