Labor Law Compliance Rules

Learn how to configure, manage, and enforce labor law compliance rules in the Shifts platform to ensure your scheduling practices conform to regulations and company policies.

Overview

The Labor Law Compliance Rules feature in Shifts helps organizations enforce scheduling practices that comply with local, state, and federal labor regulations. These rules govern aspects like required breaks, rest periods between shifts, maximum daily and weekly hours, overtime thresholds, and minor work restrictions. This article explains how to configure and manage these compliance rules to protect both your organization and your employees.

Accessing Compliance Rules

To manage labor law compliance rules:

1. Log in with administrator credentials
2. Navigate to Admin > Compliance Management > Labor Law Rules
3. The compliance rules dashboard displays all current rule configurations
4. Use the tabs to navigate between different compliance categories

Rest Period Management

Rest periods ensure adequate time between shifts for employee recovery:

Configuring Rest Period Rules

1. Navigate to the Rest Period Settings tab
2. Click Edit Settings or Create New Rule
3. Configure the following parameters:
   • Minimum Rest Period: Set the minimum hours required between shifts (e.g., 10 hours)
   • Enforcement Level: Choose between Advisory (warning only) or Strict (prevents scheduling)
   • Application Scope: Select which roles or departments this applies to
   • Exceptions: Configure roles or situations exempt from this rule
4. Click Save Settings

Daily and Weekly Hour Limits

To set maximum working hour limits:

1. In the Work Hour Limits section, click Edit Limits
2. Configure:
   • Maximum Daily Hours: Set the maximum hours allowed per day (e.g., 12 hours)
   • Maximum Weekly Hours: Set the maximum hours allowed per week (e.g., 40 hours)
   • Calculation Period: Define how the workweek is calculated (e.g., Monday-Sunday or rolling 7 days)
   • Inclusion Rules: Specify whether paid breaks, training time, etc. count toward limits
3. Click Save Limits

Break Management Rules

Configure rules for meal and rest breaks during shifts:

Required Breaks Configuration

1. Navigate to the Break Rules tab
2. Click Edit Break Rules or Add New Break Type
3. For each break type (e.g., Meal Break, Rest Break), configure:
   • Name: Descriptive name for the break type
   • Duration: Length of the break in minutes
   • Paid Status: Whether the break is paid or unpaid
   • Required Status: Whether the break is mandatory or optional
   • Timing Rules: When the break must be taken (e.g., before 5th hour of work)
4. Set up Triggering Conditions:
   • Shift duration thresholds that trigger break requirements
   • Consecutive days worked considerations
   • Role-specific break requirements
5. Click Save Break Rules

Break Compliance Settings

Configure how break compliance is enforced:

1. In the Break Enforcement section, set:
   • Enforcement Level: Advisory (warning only) or Strict (forces action)
   • Grace Period: Allowable minutes early or late for break start/end
   • Manager Override: Whether managers can authorize exceptions
   • Documentation Requirements: What must be recorded for exceptions
2. Click Save Enforcement Settings

Scheduling Compliance Rules

Configure rules that affect how shifts can be scheduled:

Consecutive Days Rules

To set limits on consecutive workdays:

1. Go to the Scheduling Rules tab
2. In the Consecutive Days section, configure:
   • Maximum Consecutive Days: Set the maximum allowed (e.g., 6 days)
   • Required Rest After Max Days: Set minimum time off after reaching limit
   • Role-Specific Rules: Configure different limits by role if needed
3. Click Save Consecutive Days Rules

Prohibited Shift Combinations

Prevent problematic shift pairings:

1. In the Prohibited Combinations section, click Add Combination
2. Configure which shift types cannot be scheduled together:
   • Select first shift type (e.g., “Closing Shift”)
   • Select second shift type (e.g., “Opening Shift”)
   • Set the minimum hours needed between them if scheduled sequentially
3. Repeat for all prohibited combinations
4. Click Save Combinations

Minor Work Restrictions

For employees under 18, configure additional protections:

1. Navigate to the Minor Restrictions tab
2. Configure separate rules for different age groups:
   • Under 16: Set work hour limits, prohibited times, and restricted duties
   • 16-17: Set appropriate limits for older minors
3. Configure school-year vs. non-school period rules
4. Set up required documentation tracking
5. Click Save Minor Restrictions

Overtime Configuration

Configure how overtime is calculated and tracked:

1. Go to the Overtime Rules tab
2. Configure:
   • Daily Overtime Threshold: Hours per day that trigger overtime (e.g., 8 hours)
   • Weekly Overtime Threshold: Hours per week that trigger overtime (e.g., 40 hours)
   • Double-Time Threshold: When double-time rates apply, if applicable
   • Inclusion Rules: Which types of hours count toward overtime
   • Exception Handling: Configure special cases (holidays, emergency work)
3. Click Save Overtime Rules

Holiday and Premium Pay Rules

Configure special rules for holidays and premium pay situations:

1. Navigate to the Holiday & Premium Pay tab
2. For each holiday or premium situation:
   • Set the name and applicable dates
   • Configure minimum shift durations
   • Set pay multipliers or additional compensation
   • Define eligibility requirements
3. Click Save Holiday Rules

Geographic Compliance Settings

Configure location-specific compliance rules:

1. Go to the Geographic Compliance tab
2. Click Add Location-Specific Rules
3. Select the location (state, province, city)
4. Choose which built-in regulatory package to apply, or
5. Configure custom rules specific to that jurisdiction
6. Click Save Geographic Rules

Rule Validation and Testing

Before implementing compliance rules:

1. Click the Test Rules button on any compliance rule set
2. The system will validate your configuration against common scenarios
3. Review any conflicts or potential issues identified
4. Use the Simulation Tool to see how rules would affect existing schedules

Automated Compliance Checking

The system automatically applies compliance rules during:

• Shift Creation: Rules are checked when new shifts are created
• Schedule Building: The system flags potential violations during scheduling
• Shift Trading: Compliance is verified before trades are approved
• Attendance Processing: Break compliance is monitored during shifts
• Reporting: Violations are tracked and included in compliance reports

Compliance Notifications

Configure who receives alerts about compliance issues:

1. Navigate to the Compliance Notifications tab
2. For each rule type, configure:
   • Recipients: Who receives alerts (managers, HR, employees)
   • Timing: When notifications are sent (immediate, daily digest, etc.)
   • Delivery Channel: Email, SMS, in-app, or multiple channels
   • Escalation Rules: When and to whom issues should be escalated
3. Click Save Notification Settings

Compliance Documentation

Generate documentation of your compliance rules:

1. Click the Generate Documentation button
2. Select which rule sets to include
3. Choose the output format (PDF, Word, HTML)
4. The system will create comprehensive documentation of all rules
5. Save or print the documentation for your records

Best Practices

For optimal compliance management:

1. Start with Templates: Use the built-in rule templates for your jurisdiction
2. Test Thoroughly: Test all rules before full implementation
3. Phased Rollout: Implement advisory warnings before strict enforcement
4. Regular Audits: Review compliance reports frequently
5. Stay Updated: Update rules when regulations change
6. Document Exceptions: Keep records of all approved exceptions
7. Train Managers: Ensure all managers understand compliance requirements
8. Employee Communication: Make sure employees know about their break entitlements

Related Resources

• Break Compliance
• Rest Period Management
• Compliance Reports
• Compliance Notifications

This article should be updated when:

1. Labor law regulations change in major jurisdictions
2. New compliance rule types are added to the system
3. The compliance rule interface is updated
4. New enforcement mechanisms are introduced
5. Additional compliance documentation features are added