Break Regularisation - GCC/FR

Introduction

In GCC markets, labour laws mandate strict compliance with working hours and mandatory break entitlements. Keka now introduces Break Regularisation, enabling employees to retrospectively regularise break durations using company-approved break types.

Once approved by supervisors, these breaks are accurately factored into effective working hours, ensuring payroll reflects actual work time and maintaining compliance with local labour regulations.

This feature is especially useful for organisations in regulated industries where effective hours tracking and break policy enforcement are critical.

What’s New

Automatic Break Detection

• The system automatically detects breaks based on gaps between consecutive swipe-in/out logs during shift hours.

• Detected breaks are auto-populated in the regularisation form with start and end times.

• Time fields are locked by default (editable only with override permissions).

• Breaks outside shift hours are ignored.

Break Regularisation by Employees

• Employees can view all detected breaks for the day.

• For each break, they must select a reason from a predefined dropdown list (e.g., Depot Meeting, Petrol Station, Personal).

• Multiple breaks per day are supported.

• Employees can submit all or selected breaks for approval.

• Unsubmitted breaks are treated as unpaid time.

Supervisor Approval Workflow

• Break regularisation requests appear in the supervisor’s approval queue.

• Supervisors can:

  • Approve or reject all breaks in a request

  • Approve or reject individual breaks within the same request

• Approved breaks are marked as Regularised in the timesheet.

• Rejected breaks do not count toward effective working hours.

Effective Hours Calculation

Effective working hours are calculated as:

Shift Duration – Unapproved Break Duration

• Approved breaks are restored to effective hours.

• Unapproved or unsubmitted breaks are deducted.

• If effective hours fall below the required threshold, leave deduction may be triggered automatically.

Key Benefits

• Ensures compliance with GCC labour laws on working hours and breaks

• Promotes fair and accurate payroll processing

• Reduces manual errors in break adjustments

• Provides structured approval control with audit tracking

• Supports multiple breaks per shift

Admin & System Capabilities

• Break detection runs automatically based on swipe data.

• Supervisors can approve breaks partially or in bulk.

• All approvals and rejections are logged with a timestamp and approver details for audit purposes.

• Payroll calculations automatically incorporate approved break data.

Important Notes

• Break duration is based strictly on swipe logs.

• Only approved breaks count toward effective hours.

• If the break regularisation is not submitted or is rejected, the time is deducted.

• Leave deduction rules apply if effective hours fall below policy thresholds.