Contents of this article are applicable to the following users
Tier: START UP, GROWTH, SCALE
Platform: Web
Access Level: Owner
This guide will cover the following:
1. Setting up Overtime for general staffs
On the Web app, go to Settings > Overtime to view the existing settings.
There are 2 methods for calculating overtime
Calculation method | Summary of method |
Contract hour based | Overtime is calculated based on OT Limit |
Shift Based | Overtime is calculated when staff
|
The setting here is applied to general staffs. Learn how to customize for specific staffs
Contract hour based Overtime
Contract hour based Overtime is the default mode of calculation that calculates overtime using OT limits.
OT Limit: Maximum duration a staff can work before clocking in OT
Daily OT limit: Maximum duration a staff can work in a day before clocking in OT
Weekly OT limit: Maximum duration a staff can work in a week before clocking in OT
Set up OT limits for hourly and salaried staffs under Additional Settings
Decimals are multiplied accordingly by the hour.
Decimal | In minutes | Calculation |
8.5 | 8h 30min | 8 hours + (0.5 x 60) minutes |
7.2 | 7h 12 min | 7 hours + (0.2 * 60) minutes |
45.3 | 45h 18min | 45 hours + (0.3 * 60) minutes |
Note that when both Weekly and Hourly OT Limit is set, the OT that is greater takes precedence. Take the following example
Hourly OT limit: 8h
Weekly OT limit: 44h
Scenario | Overtime reflected on Timesheet |
| 2 hours |
| 9 hours |
| 10 hours |
Shift Based Overtime
In shift based overtime, the way we count Overtime is:
Overtime: Actual Duration - Scheduled Duration
The reason why we use duration is because Overtime should account for late/early clock out/excess break. Note that, late clock-in, excess unpaid break, and early clock-out reduce the actual clock duration; hence it will also be accounted towards the the overtime calculation.
Eg. Staff scheduled from 09.00 - 15.00 (6 hours)
Case 1:clocked in and out from 09.00 - 16.00 (7 hours).
The overtime hours = 7 hours (Actual clock record duration) - 6 hours (Scheduled shift duration) = 1 hour of overtime.
Case 2: clocked in and out from 09.15 (late) - 16.00 (6h 45m)
Overtime hours = 6h 45m (actual clock duration) - 6h = 45 mins of overtime.
Note:
When magnetic rounding is enabled, staff must clock in before timeclock allowance. Learn more about timeclock sidekick
If you're using Flexi Shift, our recommendation is that you should NOT select this option due to how Flexi scheduling works.
Switch Calculation Method
To change calculation method, simply chose your desired method and click Save
Note that by doing this, all OT hours in the time records and schedule will be automatically recalculated using the new method
Set Up Different Overtime Settings Staff
In the Web app, go to My Team > Click on the staff.
A. Contract hour-based OT
Scroll down until you see Current Wage Setup > Click on the box.
Edit the number of:
Daily/ Weekly OT after
Hourly OT rate
Click Save button to apply changes
B. Shift-based OT
Scroll down until you see Current Wage Setup > Click on the box.
Edit the number of hourly OT rate
Click Save button to apply change
FAQ
My employee has contract OT (overtime that is included in his employment contract and monthly salary). Can I implement 2 layers of overtime?
E.g. employee is paid $2000/month for his staff that should work 54hrs/week
44hrs of basic pay + 10hrs OT/week @OT rate of 1.5hrs = $2000/month
We do not have an option to implement 2 layers of overtime. Instead, we suggest that you adjust your overtime settings according to the working hours as per stated in the contract.
If Staff A is required to work 54hrs/week instead of the normal 44hrs/week, you can adjust his user-based overtime settings and set Weekly Overtime After to 54 hours.
If it is standard practice for the staffs in your company to work 54hrs/week, you can adjust your organization's overtime settings and set Weekly Overtime After to 54 hours.
Must OT limits be set in fixed hours? Is it possible to set it as decimal?
Certainly, hours that are set in decimal will be multiplied accordingly.
e.g 8.5h = 8h + (0.5 * 60) =30minutes
We have a staff that clocks in too early but clocks out later than scheduled, how would the calculation look like?
If a staff coming early and working late, Eg. the employee is supposed to work from 14:00 - 19:00 (5h) while the clock record is 13:30 - 20:45 (7h 15m)
Overtime hours: 7h 15m (Actual hours duration) - 5h (Scheduled hours duration): 2h 15m.
Staff is late but working late, should it be counted as overtime?
If a staff clocked in late and working extra hours, Eg. the employee is supposed to work from 14:00 - 19:00 (5h) while the clock record is 14:15 - 20:45 (6h 30m)Overtime hours: 6h 30m (Actual hours duration) - 5h (Scheduled hours duration): 1h 30m.
My company have a monthly Overtime limit, how do I set this up on StaffAny?
Unfortunately we do not support Monthly Overtime settings at the moment, however we have a workaround for such use case by using our Formulated Pay Item which you can refer to here