Key Features of a Duty Roster System for Managing the "468" Rule
- Lili
- 3 days ago
- 2 min read
As businesses prepare for the upcoming implementation of the "468" rule on January 18, 2026, it is essential to adapt duty roster systems to effectively comply with new regulations. The transition from the previous "418" rule requires a more robust approach to scheduling and hour tracking. This article outlines the critical features that a duty roster system must incorporate to manage the complexities of the "468" rule.
1. Rolling 4-Week Hour Tracking
The cornerstone of the "468" system revolves around continuously monitoring total aggregate hours worked over any consecutive 4-week period.
Feature: A real-time counter should track and sum both the current week’s scheduled/actual hours along with the three preceding weeks. This allows for a dynamic assessment of compliance.
Dual Threshold Support: The system must support simultaneous checks for both the 17-hour per week ("417") and the 68-hour aggregate ("468") thresholds. This ensures accurate determination of an employee's continuous contract status.
2. Proactive Compliance Alerts
To avoid potential compliance issues, managers need advanced warning regarding employee hours before finalizing rosters.
Feature: An on-screen "468 Checker" should provide alerts during the scheduling phase, indicating if an upcoming shift is likely to push an employee into "continuous contract" status.
Budgeting Insights: Visual tools that display cumulative hours can assist employers in managing the costs associated with new statutory benefits, such as holiday pay and sick leave.
3. Integrated Attendance & Status Automation
Compliance is based on actual hours worked, not just planned shifts.
Feature: An integrated system should allow for direct synchronization between digital time clocks (e.g., GPS tracking or facial recognition) and the duty roster, ensuring that the 4-week rolling total is updated instantly.
Automatic Eligibility Updates: When an employee meets the 68-hour threshold, the system should automatically flag them as eligible for statutory benefits such as paid annual leave and sickness allowance.
4. Specialized Handling for New Hires
The application of the "468" aggregate rule necessitates specific consideration for new employees.
Feature: A "New Joiner" logic gate should ensure that only the 17-hour per week rule applies during the first three weeks of employment. From week four onward, the system should seamlessly switch to apply both the 417 and 468 tests.
5. Leave & Absence Inclusion
Under the Employment Ordinance, certain absences must be counted toward the 68-hour total.
Feature: The system should automate the inclusion of hours from certified sick leave (over 48 hours), statutory holidays, and other mutually agreed absences in the cumulative 4-week calculation, ensuring compliance with the law.
In summary, the transition to the "468" rule presents both challenges and opportunities. By incorporating these key features into a duty roster system, businesses can ensure compliance, enhance operational efficiency, and manage costs effectively as they navigate this new regulatory landscape. Investing in an advanced duty roster system will pave the way for smoother transitions and better workforce management.
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