Contracted/Salaried Hours & Overtime/Additional Pay

Last updated by Andrew Treadwell on January 25, 2021 20:25

StaffSavvy has multiple ways to split out "standard" hours and those which are not part of a contract or salaried hours.

If you will know in advance which shifts will be paid as the additional hours: Overtime Role/Pay Element.

If you want all hours up to the staff member's expected hours reported as one pay element and any hours above their expected hours paid as overtime then you'll need to use the Contracted Hours Override.

If you want the system to report any additional time entries worked once they've reached their contracted hours then you can use a Contract Manipulation Rule.

Overtime Role/Pay Element

This is the simplest option; create a Pay Element for your overtime hours to be reported as. If you have different rates of overtime then this will need to be reflected in your overtime pay elements.

Once created, add new Overtime Role(s) for the shifts to be assigned to. This allows managers to choose the role as Overtime in advance. Under the pay tab for that overtime role, choose the overtime pay element. If different people have different overtime rates, simply choose the most common and then override the pay element on the overtime role for the individuals that receive different rates.

Contracted Hours Override

This option uses the staff member's contract. It's only suitable for staff who do not receive TOIL or flexitime. It will automatically change the pay element for any Expected Minimum Hours (as defined on their contract) to a fixed pay element. It will even split time entries into two parts if their hours are used up mid-shift.

To setup you need to ensure that the pay elements for the staff member's are set to be their overtime rate; the higher rate. This might just be on the role or you might need to customise their pay elements on their roles.

Once complete, go to their contract and use the Shifts & Time Entries tab. Go to the Override Pay Element section and choose the pay element you want to assign their contracted hours to.

This will tell the system to set their contracted hours to be this pay element each period. 

Note: This is performed when the wage sheet is produced so you will only be able to report on their actual costs at this point. It is however, very accurate and takes into account unpaid breaks and all adjustments.

Contract Manipulation Rule

This final option allows you to change the pay element on any whole time entry based on a rule. There are some limitations; it cannot be undone automatically (once changed, it will stay changed) and it can only be performed on the whole time entry.

To create the rule go to the Manipulation Rules page and add a new rule. Choose the options as to when the rule should be used. One of the options is X hours over their contracted expected minimum hours. So you can say 5 hours over their contracted hours and then this rule would take affect.

Within the manipulations section, you can choose the option to change the pay element and select the pay element you want it to be changed to.

Then choose which contracts this rule applies to and click save.

It might take the system a few minutes to update all of the time entries with the rule and any wage sheets will need to be undone and recreated.