Report overtime hours and payroll amounts

Capture overtime rate and hours for payroll reporting

Overview

This functionality is designed to capture and reconcile employee payments for overtime hours worked.  This is useful for US agencies that need to capture payroll data for non-exempt employees.  The system will calculate the payroll amount for hours that exceed an employee's standard working hours, excluding paid holidays/time off. 

Set-up

Employment Type Classification 

Create a custom label in the Employee record named FLSA Classification with a pick-list of Exempt and Non-Exempt.

Employee Overtime Settings 

1. Define payroll details by navigating to Accounting>Budgets>Payroll Budgets and clicking the Employee Overtime Settings link.
   
   
   
   On the Employee Overtime Settings page, click Add Employees.
   
   
2. There are 2 sections on the Employee Overtime Settings Add Employees page: 
   
   
   1. Payroll details 

      Field Name	Description
      Frequency	Select weekly or monthly
      Payroll Hourly Rate	Enter the salary (hourly) rate
      Overtime Multiple	By default, the salary rate is multiplied by 1.5 to calculate the overtime rate on the overtime report.  Override the multiplier, if different than the default.
      Number of Hours	Enter the number of working hours (based on the frequency selected).  For example, 40 hours for the week.

   2. Employee filters
      1. You can define overtime settings for one employee by filtering on a specific Employee Code or Employee Name, or 
      2. You can define payroll details for multiple employees by filtering on any of the parameters in this section. For example,  if you want to add an Overtime Settings record for all Non-Exempt employees, you can filter on Non-Exempt in the FLSA Classification field and check Select Employees from the List.  This action will bring up all employees that match the filter(s) you entered.
3. Click OK to create the Overtime Settings records for the selected employees.   From this page, you can edit any of the existing records and click Save. 
   
   

Time Off Jobs

Overtime hours are calculated as:

Total Hours minus (Working Hours minus Time Off) 

There are 2 ways to record time for paid time off

1. Use the Accountability Leave function to manage paid time off requests and Public Holiday function to record paid holidays 

2. Designate a specific Job as a Leave or Public Holiday by navigating to Accounting>Budgets>Payroll Budgets and clicking on the Time Off Jobs link. 

   

On the Time Off Jobs page, click Add Time Off Jobs, then choose the Time Off Type and add the jobs used by your agency to manage paid time off.

Overtime Report

The Overtime Report provides a weekly or monthly view of overtime hours and costs for eligible employees.  The Overtime Report link is accessible from the Employee Overtime Settings page (Accounting>Budget>Payroll Budgets)

The report parameters default to the following:

Frequency = Weekly

First Start Date =  The previous week's Monday  

Last Start Date = This week's Monday