Setting up a Shift Differential Policy

The Shift Differentials Policy feature provides the ability to set up shifts that modify the rate of pay for time worked.

To complete the steps in this article, you must be an administrator or have the necessary view and/or edit permissions enabled. If you believe you should be able to complete the steps and are not able to, reach out to your account administrator to discuss updating the settings for your Role.

All changes made to a policy will apply to all users assigned to that policy. 

Create a new shift differential policy:

1. Log into your Citadel web portal. 
2. Click on Policies in the side menu.
3. Go to the Shift Differential section.
4. Click Add New. 
5. Enter a Policy Name. This name is displayed when adding policies to users or departments. 
6. Enter a Rule Name. 
7. Set the Start Time and End Time for the shift differential rule. 
8. Enter the Minimum Time to be Worked for the rule to apply. 
9. Select the Standard Pay Code from the drop-down or enter a custom Pay Code.
   1. To add a custom pay code select Add New Pay Code. Add the new pay code and name the code. If you add a new pay code it will be applied to your Pay Code Policy and show on your time cards. 
10. Enter the pay rate Modifier.
11. Select the days for the Differential Rule to be applied.
12. Select Allow Override to override other pay code modifiers (such as overtime).
13. If you have multiple shift differentials, add another rule by clicking + Add a New Differential Rule.
    • You can add multiple rules as long as they do not contradict (i.e. two rules for the same time and day).
14. Once all the differential rules have been added to the Shift Differential Policy, click Save.

Add a shift differential policy to a department:

1. Log into your Citadel web portal. 
2. Click on Places in the side menu.
3. Go to the Departments section.
4. Select the department to which you want to assign the Shift Differential Policy.
5. Click on the Policies subtab.
6. Click + Assign or Replace Policy.
7. Select Shift Differential. 
8. Select the policy you want to assign from the dropdown menu.
9. If there was no previous policy of that type, the new policy will be automatically added.
10. If there was a previous policy of that type, confirm the changes by clicking Confirm and Assign to apply the policy changes.
11. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.

Note: If a person has a policy type already assigned, adding or replacing a policy at the department level will not override the individual policy. You will need to update the person's policy accordingly.

Add a shift differential policy to a user's profile:

1. Log into your Citadel web portal. 
2. Click on People in the side menu.
3. Select the user's profile icon.
4. Click on the Policies subtab under their name.
5. Click + Assign or Replace Policy.
6. Click Shift Differential.
7. Select the policy you want to assign from the dropdown menu.
8. If there was no previous policy of that type, the new policy will be automatically added.
9. If there was a previous policy of that type, confirm the changes by clicking Confirm and Assign to apply the policy changes or Cancel to discard the changes.
10. Scroll to the bottom of the screen and click Save. If you don't click Save, the policies will not be updated.