Note: You cannot enable both the regular Over Time Rules and the 9/80 Over Time Rules for the same policy. There can be at most ONE type of over time rules enabled for a policy.

Rule

Description

Weekly Hours

The maximum number of work hours per week considered "regular time", for example 40. Work hours over this value in a single week will be considered over time.

Note that you can include certain types of leave hours as "regular time" with respect to reaching the maximum. For example, you might want Holiday hours to contribute to the over time calculation. See the Leave property below for more information.

Midpoint

The time and day of the week that is considered the end of the week (or the midpoint of the two week cycle), for example Friday 12:00 noon. This defines the compressed week - any hours recorded beyond this will be counted for the next week (whether work or leave). The selected day is usually taken off on the second week of a two week cycle.

Note: This only applies to employees entering start/finish times on their timesheets.

Day Off

The 'Friday' in the two week cycle that is considered the day off. Typically this would be the 'Friday' in the 2nd week.

In cases where your employees all have the same biweekly pay cycle, but you don't want to have everyone off on the same Friday, you would create 2 policies: one with the 1st Friday off and another one with the 2nd Friday off. You would then assign the appropriate policy to employees that work those schedules.

Holiday Work

If an employee records hours on a day with holiday hours then that day is considered holiday work. If you pay employees a different rate for those hours then you may prefer to assign those holiday hours to another pay code of your choosing, for example "Holiday Work".

The list of pay codes available is limited to work pay codes. See the Pay Codes help topic for information on creating new pay codes.

Depending on how payroll is processed, you might want to avoid double-payment of "holiday work" hours and "holiday" hours. Consider an employee timesheet that has 9 hours of Holiday and 2 hours of work on Tuesday, for a total of 11 hours. Rather than sending 11 hours to payroll you can send 2 hours of holiday work and 7 hours of holiday for a total of 9 hours by using the Holiday Backout option. You can back out an equivalent amount of holiday hours for each hour of holiday work. This is configured in the Options dialog (see below).

Callout Work

Callout work is for employees who may be called to work at remote locations periodically to do "callout" work - work that is outside of the normal day-to-day work done at their normal location. This work could occur during normal work hours, or after work hours. If you pay employees a different rate for those hours then you may prefer to assign those callout hours to another pay code of your choosing, for example "Callout Work".

The list of pay codes available is limited to work pay codes. See the Pay Codes help topic for information on creating new pay codes.

In order to specify that the time entered on the timesheet is callout work you will need to define a timesheet template custom field named "Callout", then assign this custom field to the appropriate employee timesheet templates. The type of the custom field must be either "Check Box" or "List". You would normally use a check box, but might use a list if you have more than one type of callout work for the employee to select.

Note: The custom field MUST be named exactly "Callout" (without the quotes, case-sensitive) the first time you create it (in order for the database column name to be created correctly), but once you save the custom field you can afterwards edit it and rename it to anything you prefer (the database column name will not change).

Leave

You can optionally include specific leave pay codes in the overtime computation. For instance, you might want holiday hours to be considered as work for the purpose of computing overtime. For example, if you add Holiday to the list of leave that contributes to overtime then working 41 hours up to the Friday midpoint would give you one hour of overtime whether all of those hours were work or some were work and some were Holiday.

You would not generally add Holiday to the list of leave that contribute to overtime if you are already specifying the Holiday Work rule, above.

Rule

Description

Holiday Overtime

If the employee would have received overtime hours during the day of the holiday for the work done, you can optionally have those overtime hours placed in the specified pay code, for example "Holiday Work OT".

The list of pay codes available is limited to work pay codes. See the Pay Codes help topic for information on creating new pay codes.

Holiday Backout

Depending on how payroll is processed, you might want to avoid double-payment of "holiday work" hours and "holiday" hours. Consider an employee timesheet that has 9 hours of Holiday and 2 hours of work on Tuesday, for a total of 11 hours. Rather than sending 11 hours to payroll you can send 2 hours of holiday work and 7 hours of holiday for a total of 9 hours by using the Holiday Backout option. You can back out an equivalent amount of holiday hours for each hour of holiday work.

You can specify two ways that holiday hour deductions are processed:

1. Deduct one hour of Holiday for every hour of work that occurs on the same day.

2. Deduct one hour of Holiday for every hour of work that occurs on the same day, as long as the work was done during scheduled work time. The scheduled work time is specified by the scheduled start/finish times in the employee's profile.

Callout Mapping

If you are using a List custom field instead of a Check Box custom field then you need to specify the pay code for each list item that you want the callout hours to go to. For example, a callout with two list choices might look like this:

Callout List Item     | Pay Code

--------------------------------

Callout               | CO

Continue From Callout | COC

Callout Minimum

You may want to specify a minimum number of hours an employee is granted when doing callout work. For instance, you might grant employees a minimum of 4 hours of callout work even if they only record 1 hour of actual work.

This minimum is only granted if the callout occurred outside of normal work hours (as specified in by the employee's scheduled start/finish time in their employee profile). You can extend what is considered normal work hours by specifying the number of minutes before/after their schedule that is still considered normal work hours. For example, if you specify 120 minutes (2 hours) before/after as normal hours, then an employee with a start/finish of 8AM-5PM would really have a normal work hour schedule of 6AM-7PM. Callout hours starting on 6AM or later and starting before 7PM would not be granted the minimum hours.

Exempt Mode

Cap regular time to 40 hours per week with no overtime. This is intended for salaried employees who work a compressed schedule. They can record as many hours as they worked, even if over the standard 9/80 schedule, but will receive no overtime.

Test Mode

Unlike other less complex rules, 9/80 Over Time rules run only when a timesheet is submitted. Check this option to run 9/80 Over Time rules on save, too. This will stay active for a maximum of 7 days then turn itself off automatically, to avoid adversely affecting system performance.

Important configuration notes:

1. If employees are not recording in/out times (just hours) then you need to specify the employee's "Scheduled Start" property in their profile for the compressed  overtime rule to work properly. This is also true if you are including leave in overtime calculations. The scheduled start value is specified on the Employees properties page for each employee (or can be set in bulk via an import file).

2. If including leave in your overtime calculations you need to enable the database column for each leave pay code included. This is required in order for any split leave (leave that falls on the midpoint) to be stored properly. You enable the database column by editing each appropriate pay code on the Systems > Pay Codes page, clicking the Options link in the lower right corner, and checking the "Has report column" property.