Variance to Schedule rules define how much an employee’s actual clock-in or clock-out time can differ from their scheduled shift before it is considered a variance. These rules help organizations monitor labor compliance, control labor costs, and identify attendance patterns.
Variance to Schedule rules apply to:
Early clock-in
Late clock-in
Early clock-out
Late clock-out
Each variance type uses a minute threshold to determine when a time punch falls outside the scheduled shift. When a threshold is enabled, the system evaluates time punches against the configured number of minutes.
At least one variance threshold must be selected for the rule to function correctly. Multiple thresholds can be enabled within the same rule, and there is no maximum limit to the number of thresholds. Unchecking a variance checkbox disables that specific threshold without affecting other enabled thresholds.
These rules help organizations monitor labor compliance, control labor costs, and identify attendance patterns by triggering dispute workflows, alerts, or penalties when thresholds are met.
Security
Users with the following permission will be able to create variance to schedule rules:
Labor → Labor Rules → Variance to Schedule Rules → Create Variance to Schedule Rules
Users with the following permission will be able to edit variance to schedule rules:
Labor → Labor Rules → Variance to Schedule Rules → Edit Variance to Schedule Rules
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Open a variance to schedule rule
Select Admin from the left navigation rail.
Expand Workforce.
Select Labor rules.
Select the rule to open its record.
Tip:
Find the rule Type in the Type column. In this example, Break type is selected.
Assign locations to a rule
Follow these steps when a location opens, closes, or moves to a different rule:
Click steps to expand for additional information and images.
1) Select the dropdown arrow by Locations.
2) Select or clear locations as needed.
3) Click Save.
Configure variance thresholds
Each variance threshold defines how many minutes a time punch can differ from the scheduled shift before it is considered a variance.
Each threshold includes:
A checkbox to enable or disable the variance type
A Minutes field to define the allowed threshold
Checking a checkbox enables that variance type. Clearing the checkbox disables that variance type. At least one threshold must be enabled for the rule to evaluate time punches.
Available Variance Types:
Early clock-in
Late clock-in
Early clock-out
Late clock-out
Repeat these steps for each variance type that should be enforced.
Click steps to expand for additional information and images.
1) Add or update the Minimum wage value.
2) Select the checkbox for the desired variance type.
3) Enter the number of allowed Minutes.
4) Click Save.
FAQ
What happens when an employee exceeds a variance threshold?
The system flags the time punch as a variance.
If consent is required, the employee must confirm an attestation before completing the punch. The system records this confirmation for reporting and audit purposes. Learn more about Timecards.
Can a location be assigned to more than one variance rule?
A location should only follow one Variance to Schedule rule at a time.
If a location is moved to a different rule, remove it from the previous rule to prevent configuration conflicts. Learn more about configuring these locations.
Do variance rules change employee pay?
No. Variance rules do not change an employee’s base pay rate.
They monitor differences between scheduled and actual hours and support labor compliance by triggering dispute workflows, alerts, or penalties when thresholds are met.
If a rule includes a penalty, the system calculates an additional earning. The configured minimum wage is used to determine the penalty amount. It does not replace or adjust the employee’s regular rate.
For example, a rule may require:
Paying one hour at minimum wage if a shift is shortened.
Paying the difference between scheduled and worked time at minimum wage.
In these cases, minimum wage affects the penalty calculation only — not the employee’s standard pay rate.
Where can managers review variances?
Managers review flagged punches during timecard audits or labor reviews, depending on workflow configuration.