Version 24.1
Contents:
Over View
Settings
Roster Over Time
Creating Payroll Overtime Rules
Running Payroll Overtime Rule Calculator
Day Preview to preview changes
Applying Payroll Rule Changes
Identify Overlapping Entries
Labour Code does not define the users pay rate – Update Billable Staus
Sample Payroll Rules
Over View:
TimeTrak uses roster classes to define the type of pay staff receive.
In previous releases this can be automated based on the time of day however in many organisations this is not the case, instead pay rates are adjusted after a certain number of hours has been worked per day, week or per pay period meaning admin/ payroll staff were required to manually split hours via the “Calculate Overtime” function as per below:
https://timetrak.co.nz/blog/category/roster-classes-and-manual-vs-automatic-splitting-in-timetrak/
From release 24.1, rosters have been enhanced with the ability to create and assign Overtime rules to specific rosters and run these rules against a group of staff over multiple days.
Settings
To access Rosters users, need to global administrators with access to TimeTrak Professional.
Users will need to be assigned to a profile with the new setting “Show Payroll Calendar” in order to run overtime calculator rules.
Roster Over Time:
The Units tab against a roster has been renamed to Over Time.
By default, and on upgrade Overtime will be set to the previous behaviour “Roster Day Units” as per below
An additional two options are now available.
Disabled: The Disabled roster option is for staff who have no roster day units or overtime rules for example staff on salary where no rules should be run on adding a time entry.
Over Time Rule: This roster option provides the ability to setup payroll rules based on the employee’s contract/ award providing the ability for payroll staff to run rules to reduce human error and process many employee’s payroll hours quickly.
Over Time Rules:
Assign: On a roster when overtime is set to “Overtime Rule” all Overtime rules within the system are available via the drop-down list to be applied to the selected roster as per below:
Edit: The selected overtime rule can be edited by selecting the pencil icon as per below which will open the rule where changes can be made before clicking save.
Note: Rules can be applied to multiple rosters meaning editing a rule assigned to a roster will affect users across all rosters this rule is assigned to.
Creating Payroll Overtime Rules:
Add: Additional overtime rules can be added by selecting the plus icon as per below.
On selection the rule screen will be displayed for a new rule to be created and saved.
Name: This is a name to identify the rule, this name is what is displayed when selecting a rule to assign to a roster.
Description: This is where more details on the rule can be added (IE: In plain text what the rules are).
Rules: These will be unique to your payroll requirements.
Some examples of these rules may be;
Daily (7.6 hours Exclude Weekends and Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
WHEN the day of the week is between Monday – Friday:
Hours recorded between 0 and 7.6 set roster class to: “Normal”
Hours recorded between 7.6 and 9.6 set roster class to: “Time & Half”
Hours recorded over 9.6 for the day set roster class to: “Double”
OTHERWISE (it’s Saturday or Sunday)
Hours recorded between 0 and 2 set roster class to: “Time & Half”
Hours recorded over 2 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Hours recorded set roster class to: Double Time.
Weekly (38 hours Exclude Weekends and Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
WHEN the day of the week is between Monday – Friday:
Hours recorded between 0 and 38 set roster class to: “Normal”
Hours recorded between 38 and 40 set roster class to: “Time & Half”
Hours recorded over 40 set roster class to: “Double”
OTHERWISE (it’s Saturday or Sunday)
Hours recorded between 0 and 2 set roster class to: “Time & Half”
Hours recorded over 2 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Hours recorded set roster class to: Double Time.
Pay Period (40 hours Exclude Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
Pay Period Hours recorded between 0 and 40 set roster class to: “Normal”
Pay Period Hours recorded between 40 and 42 set roster class to: “Time & Half”
Pay Period Hours recorded over 42 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Pay Period Hours recorded set roster class to: Double Time.
See “Sample Payroll Rules” for an overview of these once setup in the rule’s engine.
Our Support team can assist with creating these rules to meet your business needs.
Running Payroll Overtime Rule Calculator:
The calculator will work on the basis that the system is configured correctly.
For Example: If you are splitting at 7.6 hours there is an expectation that the roster will be set to the correct time units of 6 minutes.
There is also an expectation that rosters/ labour codes will be mapped correctly.
For Example: If there is no labour code defined for time & half rules will run but the entry will not update.
If there are multiple labour codes mapped to a roster class, the first one will be used for the update.
The Payroll Overtime Calculator can be run multiple times as entries are updated/ corrected as only days/ entries that require updates will be updated.
It is important to note there is no validation or enforcement of rules such as “edit” approved or posted time entries.
For example, entries that are posted/ approved will be split and updated copying the approval and posted status.
Posted entries will not be updated to reflect changes in your ERP system.
Due to pay rates never changing for leave, when the calculator rules run it will:
• SUM the non-productive hours recorded (excluding those marked as “break” IE: lunch) first.
• Then SUM the remaining time entries for the period.
The calculator adds each time entry one by one until it reaches the one that meets the criteria and actions will occur to that entry.
A working example of this is a “Field Staff” workgroup with multiple staff members assigned.
David Cranston is assigned to the rule mentioned above “Daily (7.6 hours Exclude Weekends and Public Holidays”
Bruce Boston is assigned to the rule mentioned above “Weekly (38 hours Exclude Weekends and Public Holidays”
Carol Flemming is assigned to the rule mentioned above “Pay Period (40 hours Exclude Public Holidays”
Garry Froude is assigned to a roster with roster day unit behaviour.
There is a mixture of hours recorded for these staff members at different pay rates, leave types and entries that are both approved and posted for the weekly pay period as per below:
Professional users assigned to a profile with the setting “Show Payroll Calendar” enabled have the ability to right click in the workgroup calendar and select Payroll Overtime Calculator as per below:
As per below, this will load the Payroll Calendar screen with the users within the workgroup’s hours per day for the selected pay period.
Note: The pay period is based on Global Settings “Payroll Frequency” and “First Date of Pay Period” to define what day of the week the pay period starts.
Changes based on the user’s roster overtime rules are indicated with up and down arrows to display potential changes.
Day Preview to preview changes:
Users can select the “Day Preview” button in the bottom right-hand corner to select a user/ day to review current hours and hours after changes based on rules.
Alternatively clicking a user’s day will also open the day preview screen as per below:
In the above example the last entry for the day has been split with 0.4 hours going to “Time & Half” due to a total of 7 hours normal time being recorded and 1 hour of leave.
Leave is unable to be split therefore this is counted first, bringing the total for the day to 8 hours and hours between 7.6 and 9.6 need to be set to “Time and a half”
Applying Payroll Rule Changes:
When changes have been reviewed click “Apply Changes”
The below confirmation box will pop to confirm you wish to go ahead.
Click “Apply Changes” in order for changes to be made.
A confirmation message will be displayed as per below once runs have been applied
Close the Payroll Calculator screen, on review you will see changes have been made to entries as per below:
The Day Preview will only indicate the change to the roster.
In the same example Davids entry on the 29th of February displays only the roster class will change.
However, in this example “Enable Statuses on Labour Codes” is enabled at a global level. David has labour codes mapped to rosters and billable statuses as per below:
Therefore, when the entry is split the roster class is updated, the labour code to match that roster class is set as well as the billable status as per below:
Identify Overlapping Entries:
Payroll exports and reporting from TimeTrak is based on the total hours recorded.
Therefore, it is important to identify if there are any hours overlapping which could cause payroll errors.
The Payroll Calculator will display a warning at the top if any users have overlapping time entries with a warning icon on the day for the affected user as per below allowing the user to correct the data.
Labour Code does not define the users pay rate – Update Billable Staus:
In many organisations the labour code used does not reflect the time the employee should be paid as this is the type of work and rate the client should be billed at.
It is important to note that under this method where the labour code does not change incorrect costing will land on the job as the labour code defines the cost price of the labour.
In order for these organisations to take advantage of the roster class improvements there is the ability to default the roster at the billable status level instead of being based on the labour code used.
If this is the case, the global setting “Enable Roster Classes on Billable Statuses” should be enabled:
Once enabled, the roster class can be mapped against the applicable billable status.
Rules to update the roster class can be used the same as sites where labour codes drive the roster class changes however on updates the selected labour code will stay and instead splits will occur to update the roster class / billable status.
Day Preview will only display roster class changes as per below:
However, on processing the billable status (time entry background colour) and roster will update but the labour code will not change:
Sample Payroll Rules:
Daily (7.6 hours Exclude Weekends and Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
WHEN the day of the week is between Monday – Friday:
Hours recorded between 0 and 7.6 set roster class to: “Normal”
Hours recorded between 7.6 and 9.6 set roster class to: “Time & Half”
Hours recorded over 9.6 for the day set roster class to: “Double”
OTHERWISE (it’s Saturday or Sunday)
Hours recorded between 0 and 2 set roster class to: “Time & Half”
Hours recorded over 2 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Hours recorded set roster class to: Double Time.
Weekly (38 hours Exclude Weekends and Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
WHEN the day of the week is between Monday – Friday:
Hours recorded between 0 and 38 set roster class to: “Normal”
Hours recorded between 38 and 40 set roster class to: “Time & Half”
Hours recorded over 40 set roster class to: “Double”
OTHERWISE (it’s Saturday or Sunday)
Hours recorded between 0 and 2 set roster class to: “Time & Half”
Hours recorded over 2 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Hours recorded set roster class to: Double Time.
Pay Period (40 hours Exclude Public Holidays):
WHEN it is not a public holiday (setup in TimeTrak)
Pay Period Hours recorded between 0 and 40 set roster class to: “Normal”
Pay Period Hours recorded between 40 and 42 set roster class to: “Time & Half”
Pay Period Hours recorded over 42 set roster class to: “Double”
OTHERWISE (it’s a Public Holiday)
Pay Period Hours recorded set roster class to: Double Time.
