What is Over Time Functionality?
Over Time Functionality is for customers that pay an additional rate per hour for employees that pass their Over Time checks. The payment can be authorised or omitted when the rota is submitted to payroll at the end of the week.
Setting up Over Time Functionality
The Over Time overtime rate is set up in Contracts within the HR Module. This can be accessed by logging into the system with the Admin login and through HR > Company Admin > Contracts.
Using the link in the top right hand corner, create the contract(s) required with the description & code. In the Status, make the Contract active and assign it to a payroll Company. Then Save the contract.
Fig 1 - Creating a Contract
Once the Contract(s) has been created, click back into it. Go into the ‘Assign Job Titles’ and move over to the assigned box the job titles that this contract will apply to. Please note that if a new job title is created after the contracts are set up, it will need to be assigned after creation.
Fig 2 - Job Titles Assigned to the Contract
The next step is to create the Over Time. Click on ‘Overtime Settings’, then ‘Create Overtime’. Fill in the Description, set the start band to be Contracted Hours, a default can be set if no contracted hours are present.
Choose either ‘Pay Rate + Amount’ or Pay Rate x factor from the drop down options. At the bottom of the page, fill in the end hours with a maximum amount of hours the Overtime will apply to. Fill in the Payment Amount with the amount per hour you wish to pay the Over Time at, in the example below this is £1.00 per hour in addition.
Fig 3 - Creating the Overtime Setting
The next step is to assign the Job Titles to the Overtime just created, and save.
Within the Employee’s Employment Details page there is a field called ‘Contract’. The contracts created and assigned to that job title will appear in the drop down menu. Choose the correct contract and save the page. This will apply the Over Time overtime rate to that employee.
To set up the Over Time within the Rota Module, go to Rotas > Administration > Global Settings > Edit, there is a setting called ‘Overtime’ and this must be ticked.
When you come to submitting the rota through to payroll, you will see an Additional Payments screen that will allow you to authorise or omit the Over Time Calculation. Here you will see the hours worked by the employees, their Over Time amount and the potential Over Time payment based upon the rate in the contract, and Authorise and Omit tick boxes. If they employees are allowed their Over Time payment for that week tick Authorise, and if they are not allowed it tick Omit.
Fig 4 - Additional Payment Screen
When Omitting the Over Time, the Pay Amount will revert to zero and will not be paid.
Fig 5 - Authorise & Omit Checkboxes
To submit to payroll, all of the employees on the page need to have their payment authorised or omitted. When ready to submit, press the Submit to Payroll button at the bottom of the page.
In the Rotas Module > Reports > Exports there is an Over Time Export that will extract the details for reporting purposes.
The Over Time payment will appear on the employee’s payslip as an additional payment type with the units, the rate and the amount paid.
When setting up Over Time Functionality or Overtime and you are using our Payroll Bureau services, please make your Payroll Specialist aware of the changes.