Understand what a calculation rule is.

calculation rules define how the system interprets time clock entries and calculates hours, lateness, and overtime. These rules are fully customizable, allowing each company to configure the system according to its internal time and attendance policies.

The system allows the creation of as many calculation rules as necessary to meet the different scenarios of the organization. Since each rule is linked to the employee's record, it is possible to apply different calculation models within the same employer or workplace, ensuring flexibility to adapt the system to different contexts, positions, or collective agreements.

In this article, you will understand how the main types of calculations, tolerances, and settings that directly impact the calculation of employee hours work.

⚠️ Important:

• Editing the calculation rule will apply to 100% of employees linked to that rule and will recalculate all unlocked . Before making any changes, we recommend that all closed and paid payrolls be locked to prevent past entries from being modified.
• We strongly recommend that you contact our Pontotel Support team (or your point of contact) before making any changes to the calculation rules. Since these settings globally impact the processing of employee hours, manual modifications can lead to serious inconsistencies and make payroll closing difficult. Our team is available to analyze your needs and validate the changes safely.
• The changes made by the company's administrator user are the sole responsibility of the company itself, which assumes full responsibility for the changes and impacts that will be reflected in the system after the new configuration is applied.

Types of Calculation

The calculation types define how the system calculates lateness and overtime in the workday. To configure or check the calculation type applied to a rule, go to the Admin menu > Calculation Rules > Click on the calculation rule and then on the pencil icon to edit. The calculation type applied to this rule will be the first option in the list on your screen.

1. Flexible Calculation

• It considers the total duration of the workday , without requiring fixed start and end times.
• The employee can clock in at different times, as long as they complete the total scheduled working hours.

🧩 Example: 9am–6pm shift with a 1-hour break → can be logged at other times, as long as the total is 9 hours.

2. Fixed Calculation

• It validates the exact entry, exit, and break times.
• In this model, it is possible to generate delays and overtime on the same day if the clockings occur outside the configured hours.

🧩 Example: 9am–6pm workday → clocking in before 9am generates overtime; clocking in after 9am generates lateness.

3. Hybrid Calculus

• It combines both models (fixed + flexible).
• It requires adherence to the scheduled working hours and respect for the configured entry, exit, and break windows. Suitable for contexts where the employee has the flexibility to arrive or leave at times different from those scheduled in their workday, but respecting a maximum window.

🧩 Example: 9am–6pm shift → you must complete 9 hours and respect the window configured by the company.

Tolerances

A tolerance period is considered to be a number of minutes that does not impact the calculation of working hours. It serves to disregard small delays or early arrivals, both at the start and end of the workday (tolerance for lateness), and at the beginning or end of the workday (tolerance for overtime). If the company sets a 10-minute tolerance, for example, the system ignores delays or stays of up to 10 minutes, not registering them as lateness or overtime.

To configure or check the tolerances applied to a rule, go to the Admin menu > Calculation Rules > Click on the calculation rule and then on the pencil icon to edit. The tolerances applied to this rule will be the first option in the list on your screen, right below "Calculation Type".

1. Delay

• Defines how many minutes an employee can be late before the system generates a lateness report.

🧩 Example: On a shift with a 9:00 AM start time and a 5-minute grace period → lateness only counts from 9:06 AM onwards.

2. Overtime

• It determines the tolerance time before and after the workday so that the system starts counting overtime.

🧩 Example: On a shift ending at 6 PM with a 5-minute grace period → overtime is only counted after 6:06 PM.

Time Sheet / Time Mirror

In this menu you will have several options for configuring the display of your employees' time sheets, as well as configuring the automatic time sheet correction rule.

Automatic Correction

This defines how automatic time corrections work on employee timesheets in cases of forgotten or excessive clockings. When periods are configured in this menu, the system uses these settings as criteria to automatically add or cancel clockings, reducing the manual work of correcting timesheets.

• Addition: completes missing beats based on the journey.

🧩 Example: 8am–5pm shift → if the employee only clocked in at 8am, the system completes the shift by manually entering a clock-out time at 5pm (the time will be entered in a standard format, according to the scheduled shift for the day).

• Cancellation: cancels beats with an interval smaller than the configured limit.

🧩 Example: the employee has two time records with a 1-minute difference, and the configured limit is 10 minutes → the most recent one is canceled, keeping only 1 point.

NOTE: If all fields are set to 0 (zero) minutes, the automatic correction/cancellation behavior will not be applied.

Optional settings

(Point Sheet/Mirror)

These options adjust what will be displayed or automatically calculated on the timesheet and timecard:

✅ Generate sheet with final notes: shows the monthly total of notes in the footer.

✅ Show notes by day: displays the daily notes in the sheet's PDF.

✅ Ignore zero values: hides entries with a value of 0 in the employee's consolidated report.

✅ Allow calculations with missing clockings: Allows the system to calculate the workday even without a clock-out time, as long as there are even-numbered clocking points recorded.

Example: if there is only a record of the start and end of the break, the system will consider the end of the break as the end of the workday. When this option is disabled, the workday calculation will only be performed if there are complete even-numbered points, with both start and end records.

Notes

In the “Time and Attendance” menu, you can configure which records will be displayed in the system and in the employee's time sheet PDF. Each entry can be displayed on only one screen or hidden, as needed. Additionally, you can customize the naming conventions, adjusting them to your company's terminology and practices.

1. What to show

• Defines which time entries (such as overtime or breaks) will be displayed in the system and/or in the PDF (Time Sheet). You can configure each entry to appear only on one of the screens or choose to hide it. When an entry is hidden, it is not considered in the calculations nor displayed in consolidated reports, such as R05, R01, and E02.

2. Name notes

• It allows you to rename the types of hours displayed in reports and in the system to better suit your company's scenario.

🧩 Example: Change “Extraordinary Overtime Hours” to “100% Overtime”.

The Pontotel system allows each company to define its own calculation rules, ensuring that time entries, timesheets, and reports always comply with internal policies and current legislation. The Calculation Rule screen is available to administrator users and can be edited as needed. However, we recommend extreme caution when making any changes to already configured rules.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !

Updated on: November 21, 2025