The Overtime Tab

5.1.4. The Overtime Tab

The Overtime Tab is used to designate overtime rules for an employee. This only determines how overtime is calculated and has nothing to do with pay frequency (Ex.

You may pay all employees weekly overtime on a semi- monthly pay frequency).

TimeClock Plus allows for the calculation of two overtimes if required. For example, your company may pay time-and-a-half for hours worked between 41 and 60, and double-time for any hours worked over 60.

Welcome to TimeClock Plus, Version 5.0 page 99 Company-wide defaults can be used for an employee’s overtime rules by checking the

“Use Default Information” box

5.1.4.1. Overtime Calcula tions

From the drop-down box, select the method used to calculate overtime for this employee, there are 8 options available:

Remember that either of the “Best of” methods requires the entry of either a default rate or a job code rate for the employee – in order for the best overtime method to be

calculated.

Best of Bi-Weekly vs. Daily – the system will calculate overtimes on a daily and bi-weekly basis for the employee. Overtime will be based on the higher of the two overtimes.

Best of Weekly vs. Daily – the system will calculate overtimes on a daily and weekly basis for the employee. Overtime will be based on the higher of the two overtimes.

Welcome to TimeClock Plus, Version 5.0 page 100 Bi-Weekly – overtime for employees is based on X hours worked over a 14-day work period.

Both Daily and Bi-Weekly – the system will calculate overtimes on a daily and bi-weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime.

Both Daily and Weekly – the system will calculate overtimes on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime.

Daily Overtime – overtime for employees is based on an X hour workday.

Salaried – this flags an employee as being salaried. However, if selected, an option is available to enter the salaried amount per year for this employee in the Overtime Settings section of the screen. This amount will be used in calculating labor cost for a week. This option allows you to track overtime for salaried employees.

Weekly Overtime – overtime for employees is based on an X hour work week.

To insure biweekly OT is calculated correctly, the biweekly base date must be correctly setup in the Quick Setup Wizard and pay rates must be entered for all job codes. If you need to check or change the biweekly base dates, you can run the Quick Setup Wizard

again or change them in TimeClock Manager Defaults.

Individual also earns salaried amount – If checked, this option allows an individual who has been marked as salaried to also be able to track overtime hours.

Ignore regular hours for this individual – if checked, this option allows you to only report or export overtime hours for this individual when you run a report or export.

Overtime Multipliers

In the two input boxes, enter the multipliers you use to calculate overtime for this employee (ex. 1.5 equals time-and-a-half and 2.00 equals double-time).

Overtime Settings

This section is used to set the number of hours an employee must work in a period to qualify for overtime. Overtime Settings change as you toggle between the Overtime Calculations options (via drop-down box), allowing you to enter the number of hours required for each type.

If a Salaried Overtime Calculation was selected, an option is available to enter the

salaried amount per year for this employee. This amount will be used in calculating labor cost for a week.

Welcome to TimeClock Plus, Version 5.0 page 101 The Advanced Button

The Advanced Button will take you to a window that allows you to set Holiday Pay and/or Seventh Consecutive Day Overtime Rules for this employee.

5.1.4.2. Holiday Pay

In order for an employee to receive Holiday Pay the holiday must be set up in the Holiday Calendar of TimeClock Plus and hours have to be entered for that holiday either by an employee or manually by a manager, refer to Section 6.10 of this manual

for information on the setup of the Holiday Calendar).

If you calculate overtime differently for a day designated as a “holiday”, select the option

‘Override current overtime calculations’. This will make available the two input boxes for number of hours that have to be worked for the holiday to qualify for Overtime #1 or Overtime #2.

Example – If you want to pay overtime all day on a holiday you would set this option to pay Overtime #1 after 0.00 hours per day. If you want to pay Overtime

#2 after 8 hours on a holiday you would set it for overtime #2 after 8.00 hours.

If you pay a shift premium for hours worked on a designated “holiday”, select the option Pay a shift premium of X dollar(s) per hour and input the amount paid per hour.

Welcome to TimeClock Plus, Version 5.0 page 102 Example – If an employee is configured to earn $2.00 per hour premium pay for hours worked on holidays and the employee is clocked in under a job code which pays $8.00 per hour, the employee will earn $10.00 per hour for hours worked on the holiday.

5.1.4.3. Seventh Consecutive Day Overtime

If overtime is calculated for the seventh consecutive day worked, select the option

‘Override current overtime calculations’. This will make available the two input boxes for number of hours that have to be worked for the seventh consecutive day in order to qualify for Overtime1 or Overtime2.

If you pay a shift premium for hours worked on the seventh consecutive day, select the option Pay a shift premium of X dollar(s) per hour and input the amount paid per hour on the seventh consecutive day.

5.1.5. The Accrual Tab

The Accrual Tab is used to assign accruals for sick, vacation, etc. to an employee.

During the Add process accruals can be selected from the pre-established Accrual Rules or they can be added as you go.

Remember, Company-wide defaults can be used for accrual rules by checking the “Use Default Information” box on an employee’s Accrual tab.

Welcome to TimeClock Plus, Version 5.0 page 103 5.1.5.1. Assigning an accrual rule to an employee,

1. Click on the Add button on the Accrual Tab.

2. Click on the dropdown box designation next to the Accrual Rule ID edit box to access a list of available accrual rules.

Before accrual rules can be assigned to an employee they must be setup in TimeClock Plus via the Configuration Menu, Accrual Rules selection. Accrual rules can be added

from the employee Accrual tab by clicking the New button, taking you to the Accrual Add process.

3. Select the accrual rule you wish to apply to this employee from the drop down box by double clicking it.

4. If additional rules need to be added, double click those to add them as well. All accrual rules applied to an employee will display on this screen.

5.1.6. The Restrictions Tab

The Restrictions Tab is used to set rules for this employee for rounding punches (to the quarter hour for example) and restricting clock-in based on number of hours worked in the work week.

Welcome to TimeClock Plus, Version 5.0 page 104 Company-wide defaults can be used for clock in/out restrictions by checking the “Use

Default Information” box on this tab.

5.1.6.1. Auto Rounding (No Schedule Required)

Often companies have a policy that requires that in and out times are automatically rounded to the nearest X minutes, backwards or forwards. This feature will automatically round an employee’s clock in or out times, up or back, without the need for a schedule.

To enable the auto rounding feature:

1. Begin by placing a check in the Clock In or Clock Out box on the Restrictions Tab.

2. Next, enter the number of minutes you want to round to in the To nearest X minutes input box (ex. Input 15 if you want to round up to the next quarter hour, or back to the last quarter hour).

3. Next, enter the number of minutes you want to round up from in the Round up at X minutes input box. For example, input 8 if you want to round up to the next quarter hour if an employee is clocking in at/after 8:08, 8:23, 8:38 or 8:53. So the employee would clock in to the nearest 15 minutes, rounding up at 8 minutes. So

Welcome to TimeClock Plus, Version 5.0 page 105 if an employee clocks in at 8 minutes after, their time will be rounded up to the next quarter hour.

5.1.6.2. Clock In Restrictions

This feature will prevent employees from clocking in if they reached overtime or a specified number of hours on their previous clock out. One or both operations can be used.

This will only restrict a clock in operation. If an employee reaches overtime while clocked in, they can continue to work. The system will restrict them when they try to

clock in after hitting the hours mark specified.

For additional help managing overtime, use the Approaching Overtime Report to monitor hours in real-time.

Restrict clock in when individual reaches overtime – If checked,this option allows you to restrict someone from clocking in if they reached overtime on their last shift worked.

Restrict clock in when individual reaches X hours in the work week – If checked, this option allows you to restrict someone from clocking in once they have worked a designated number of hours in the week. Once checked, you can input the number of hours in the input box.

5.1.7. The Scheduler Tab

The Scheduler Tab has two purposes:

ü Restricting clock in/out for an employee based on their schedule ü Rounding an employee’s clock in/out to their schedule

Both of these operations require a schedule for the employee in the integrated TimeClock Plus Scheduler application.

Company-wide defaults can be used for restrictions to schedule by checking the “Use Default Information” box on this tab.

If an employee attempts to clock in/out outside the parameters set on the Scheduler Tab, they will not be allowed to do so without a manager’s approval.

Welcome to TimeClock Plus, Version 5.0 page 106 Rounding takes place BEFORE schedule restrictions are applied. For example, if you

round early clock-in within 15 minutes of their scheduled time AND restrict early clock-in outside 10 minutes, the restriction will never be used because the time will

always be rounded to the scheduled time.

5.1.7.1. Approval Required for (Schedule Required)

This section is used to designate how many minutes early or late an employee can clock in/out without manager approval. To set any or all of these four restrictions, place a check in the box next to the restriction you want to activate and input the number of minutes they cannot exceed.

Early Clock In, Outside X minutes – if enabled, this option will prevent an employee from clocking in more than X minutes ahead of their scheduled start time, without manager approval.

Late Clock In, Outside X minutes – if enabled, this option will prevent an employee from clocking in more than X minutes after their scheduled start time, without manager approval.

Welcome to TimeClock Plus, Version 5.0 page 107 Early Clock Out, Outside X minutes – if enabled, this option will prevent an employee from clocking out more than X minutes ahead of their scheduled stop time, without manager approval.

Late Clock Out, Outside X minutes – if enabled, this option will prevent an employee from clocking out more than X minutes after their scheduled stop time, without manager approval.

5.1.7.2. Round to Schedule

This section is used to automatically round an employee to their scheduled clock in and out times, for those organizations paying to schedule.

REMINDER - Rounding takes place BEFORE schedule restrictions

Round clock in time to scheduled clock in time when clocking in up to X minutes early or Y minutes late – if enabled, this option will round the employee’s clock in time to their schedule if they are up to X minutes early or Y minutes late. If they are outside the X and Y parameters, their actual clock in time will be recorded.

Round clock out time to scheduled clock out time when clocking out up to X minutes early or Y minutes late – if enabled, this option will round the

employee’s clock out time to their schedule if they are up to X minutes early or Y minutes late. If they are outside the X and Y parameters, their actual clock out time will be recorded.

Once “Round-to-Schedule” restrictions have been added for an employee they can be testing by pressing the Test button on the bottom of this tab. The Test Schedule

Rounding screen will display which allows you to simulate how a clock-in or clock-out will be treated based on the rounding and schedule restrictions you have established.

Welcome to TimeClock Plus, Version 5.0 page 108 1. Enter the date you wish to perform the simulation for in the Date: field.

2. Enter the clock- in or clock-out time you wish to test in the Time: field and enable either In or Out to designate whether you want to test this time as a clock- in or clock-out.

3. Click on the Test button.

4. Results of the test will display on the screen for rounding to schedule, auto rounding and schedule restrictions for this employee. If expected results do not display, click on the Close button and return to the Restrictions and Scheduler tabs to change your settings.