Pay Hour feature facilitates the automatic calculation of overtime, double-time of an employee based on the timesheet information.
The logic behind how to calculate overtime and double time etc are captured using a configuration called “Pay Policy”.
The system has a Default Pay Policy which is disabled by default. The pay policy can be modified from the back end to enable/disable the feature and change the calculation mechanism.
The default Pay Policy configuration will have the following threshold values.
1st Daily Threshold = 8 hrs
RT - Regular Time (up to 8 hours)
OT - Over Time (exceeding regular time and maximum up to 12 hours)
2nd Daily Threshold = 12 hrs
DT - Double Time (exceeding 12 hours)
Weekly Threshold = 40 hrs
WOT - Weekly OT (exceeding 40 hours)
7th Consecutive Day Threshold = 8 hrs
OT - Over Time (up to 8 hours)
DT - Double Time (exceeding 8 hours)
Pay Policy can be defined based on the following factors.
-
Employment Status.
You can enter any number of employment status to the pay policy rules.
-
Location
If a location has a specific active pay policy, then it gets precedence to default pay policy that is applied to all the employees in that location.
If you inactivate the location-specific pay policy, it will not get applied to all the employees in that location even if a default pay policy is active.
If a particular location doesn’t have any pay policy at all, the default pay policy will be applied to all the employees in that location.
When an employee saves a timesheet for the first time, pay hours are calculated based on the total duration entered for the day by the rules defined in the pay policy (either default one or based on location) and the employee status defined in the rule.
Every subsequent action performed on timesheet (modification to durations) will result in the recalculation.
Timesheets filled by employees with the employment status not defined in the rule, will not be considered for pay hour calculations.
Admin users can generate pay hour reports from menu Time -> Reports -> Pay Hour Report
It is possible to generate pay code reports for past timesheet periods. The resulting reports should return the original report data even if the latest pay policy differs from the pay policy as of the timesheet period.
If a time-sheet has pay hours calculated, the system displays a card that displays the pay codes and the calculated hours per each pay code. The pay hours are not updated run-time when editing in detailed timesheets. All pay codes applicable to the employee are displayed (even ones with time 0:00). Upon hovering the mouse of a pay code system displays a tool-tip with the pay code name (e.g. Overtime)
| Day | Time Spent | Regular Time | Over Time | Double Time |
| Monday | 11:45 | 8:00 | 3:45 | 0:00 |
| Tuesday | 15:15 | 8:00 | 4:00 | 3:15 |
| Wednesday | 1:15 | 1:15 | 0:00 | 0:00 |
| Thursday | 8:00 | 8:00 | 0:00 | 0:00 |
| Friday | 3:15 | 3:15 | 0:00 | 2:15 |
| Total | 28:15 | 7:45 | 3:15 | |
| Weekly Over Time | 0:00 Tot > 40 |
Pay Hours Report can be generated by filtering based on Employee or Time Period. Upon filtering the data and click the "Generate" button, the system displays the Pay Hour Data.
The pay hours report only includes pay code data from timesheets which belong to deactivated (frozen) timesheet periods.
The following diagram shows how the pay hours are calculated for the above scenario.
| Day | Time Spent | Regular Time | Over Time | Double Time |
| Monday | 8:00 | 8:00 | 0:00 | 0:00 |
| Tuesday | 7:00 | 7:00 | 0:00 | 0:00 |
| Wednesday | 9:45 | 8:00 | 1:45 | 0:00 |
| Thursday | 7:15 | 7:15 | 0:00 | 0:00 |
| Friday | 14:15 | 8:00 | 4:00 | 2:15 |
| Saturday | 10:00 | 8:00 | 2:00 | 0:00 |
| Sunday | 6:00 | 0:00 | 6:00 | 0:00 |
| Total | 46:15 (40:00) | 13:45 | 2:15 | |
| Weekly Over Time | 6:15 (Total minus 40 hours) | |||