How do I create overtime 9/80 rules? – Help Center

Question

How do I create overtime rules?

Answer

Background

9/80 or compressed schedules allow employees to work more hours in the first 9 days of a 10 day (two week) work period, then take the last day off. For instance, rather than working 40 hours each week, employees could work 44 hours in the first week, then 36 hours in the second week, with that final Friday off. If you have employees working a compressed 9/80 work schedule you will want to use the 9/80 Over Time Rules rather than the regular Over Time Rules. The 9/80 rules will correctly compute overtime for compressed weeks, taking into account hours worked in the previous week.

In addition to affecting how OT is calculated, employees with 9/80 Over Time Rules enabled will also see changes to the following:

Company holidays that fall on the Friday off will have not hours pushed onto timesheets for that Friday.
Leave requests that fall on the Friday off will not have any hours pushed onto timesheets for that Friday.
The Scheduled Work Days in the employee's profile is ignored if they are using the 9/80 Over Time Rules.

Navigate to System >> Policies >> Policy
Click Edit and select 9/80 Overtime Rules

The following rules can be configured for Over Time and Double Time:

Rule	Description
Weekly Hours	The maximum number of work hours per week considered "regular time". Work hours over the limit specified will be considered overtime. Note that you can include certain types of leave hours as "regular time" with respect to reaching the maximum.
Midpoint	The time and day of the week that is considered the end of the week that defines the compressed week. Work hours after this time will be counted for the next week. Note that this only applies to employees entering start/ finish times on their timesheets.
Schedule/ Day Off	The 'Friday' or 'Monday' in the two week cycle that is considered the day off.
Holiday Work	Can check whether work hours on 'holidays' are a different pay code.
Callout Work	Can check whether work hours are a different pay code. Callout timesheet Custom Fields must be created to use this.
Leave + Exception	The leave + exception hours in work hour totals can be selected from a list of pay codes.

Options

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.
Holiday Backout	Depending on how payroll is processed, you might want to avoid double-payment of "holiday work" hours and "holiday" hours. 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: Deduct one hour of Holiday for every hour of work that occurs on the same day. 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.
Callout Minimum	You may want to specify a minimum number of hours an employee is granted when doing callout 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.
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:

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).
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.