The SAGE/2C9/People Pay integration for Skedulo provides a robust solution for managing late job cancellations and ensuring fair reimbursement for mobile workers. This guide outlines the purpose, configuration, and procedures for utilizing the late cancellation functionality, enabling administrators and schedulers to maintain accurate payroll and operational efficiency.

The core purpose of this feature is to automate the reimbursement process for mobile workers when a job they are allocated to is cancelled within a specified timeframe before its scheduled start. This ensures that resources are compensated for last-minute changes to their schedules, irrespective of whether a replacement job is created. The system is designed to be flexible, with payment eligibility potentially dependent on the resource’s employment type.

Supported Scenarios

The SAGE/2C9/People Pay integration is configured to handle the following primary scenarios for late cancellations:

• Cancellation with No Replacement: When a job is cancelled in Skedulo within a predefined time window (e.g., 12 hours) of its scheduled commencement and no new job is assigned to the resource, the details of the cancelled job are sent to the SAGE/2C9/People Pay system for payment.
• Cancellation with Replacement: The system also accommodates scenarios where a job is cancelled with significant notice (e.g., more than 12 hours before commencement) and a replacement job is subsequently created and allocated.

Configuration

Administrators are responsible for configuring the late cancellation settings within Skedulo to align with organizational policies. This involves defining the parameters for what constitutes a late cancellation and which cancellations are eligible for payment.

Accessing Late Cancellation Settings

To configure the late cancellation functionality, an Administrator must navigate to the Custom Metadata Types within Skedulo’s setup.

1. Navigate to Setup.
2. In the “Quick Find” box, search for and select Custom Metadata Types.
3. Locate and click on Sage Integration Additional Settings.
4. Click Manage Records.

From here, you can modify the relevant fields that control the behavior of the late cancellation feature.

Key Configuration Fields

The following fields within the “Sage Integration Additional Settings” are critical for managing late cancellations:

Field Name	Description
Cancellation Time (Hours)	Specify the time interval in hours that defines a “late” cancellation. If a job is cancelled within this number of hours of its scheduled start time, it will be considered for payment.
Payable Cancellation Reason	Define a list of specific cancellation reasons that will trigger a payment to the resource. The customer must provide this list of reasons. When a job is cancelled and one of these reasons is selected, the job will be flagged for payment processing through the SAGE/2C9/People Pay integration.

Note: The functionality to define payable cancellation reasons was introduced to accommodate specific award changes, such as the SCHADS award.

Impact of Employment Type

The payment for a late cancellation may be contingent upon the Employment Type of the allocated resource. The specific rules for how different employment types (e.g., casual, part-time, full-time) are treated in late cancellation scenarios are defined within the business logic of the integration. Administrators should be aware of these rules when configuring the system and managing payroll.

Procedural Guide for Schedulers

Cancelling a Job

Schedulers are responsible for cancelling jobs in Skedulo as required. To ensure that late cancellations are processed correctly for payroll, the following steps must be followed:

1. Open the job that needs to be cancelled.
2. Click the Actions button.
3. Select Cancel Job.
4. From the dropdown menu, select the appropriate Cancellation Reason. This is a critical step, as the reason selected will determine if the cancellation is payable, based on the configuration in the “Payable Cancellation Reason” field.
5. Confirm the cancellation.

Timesheet Approval Process

The approval of a Skedulo timesheet is the final step that triggers the transmission of late cancellation information to the SAGE/2C9/People Pay system.

• When a scheduler approves a timesheet that includes a job cancelled within the configured Cancellation Time (Hours) and with a Payable Cancellation Reason, the system processes this as a payable event.
• Upon approval, a timesheet entry for the late cancellation is generated and sent to the SAGE/2C9/People Pay system for inclusion in the mobile worker’s next pay cycle.

It is imperative that schedulers review timesheets carefully to ensure that late cancellations are accurately recorded and approved in a timely manner to facilitate correct and prompt reimbursement to the affected resources.