How to set up an Overtime Timesheet

This article will provide recommended guidance for creating a timesheet for overtime.  Please review the various scenarios that might coincide with your parameters for the timesheet definition.

Scenario #1:  

Staff member receives a salary in each core payroll and is completing a timesheet for their overtime. The staff member receives time and a half from Monday through Saturday and double time for Sunday.  This is the most common overtime sheet.  

The Timesheet Type and the PDF Form Template will both be Basic or Transportation and the staff members hourly rate and budgetary charge to will be derived from the Position Tracking Record selected for the timesheet.  In addition, the Rate Type must be set to Hourly.  The District should review the fields that are blurred out and set then to the parameters of the District.  

Daily Overtime Rule Setup:  

Possible Variations / recommended modifications to the Timesheet Definition (applicable to all scenarios in the article):

Some Districts will account for overtime in a different budget line than the staff members salary.  If that is the case we recommend the following:

1. Create an Other Earning and include the overtime budget account line in the setup for the Other Earning.
2. The Charge to Account Preference should be set to Other Earning
3. The Other Earning that you created in Step #1 should be selected in the Create this Other Earning when applied to Payroll section box. 

Some Districts will account for overtime in a different budget line for each location in the district. If that is the case we recommend that you follow the above recommended settings and you create a timesheet for each location in the district along with a corresponding Other Earning record. 

Scenario #2:  

Staff member receives a salary in each core payroll and is completing a timesheet for their overtime.  The Staff member works a 5 hour per day assignment (25 hours per week) and the staff member is required to work a 40 hour work week to be eligible to receive overtime.  The Staff member is compensated straight time for the first 15 hours per week and after working the additional 15 hours per week, overtime rules will apply.   The staff member receives time and a half from Monday through Saturday and double time for Sunday.  

This will require TWO TIMESHEET definitions.  One for the first 15 hours (referred to as Extra Work (Straight Time) in the instructions below) and a second for the Overtime.  We have found that this scenario is utilized for bus drivers and bus aides in most Districts.

For the Example below, we utilized a Timesheet Group titled Transportation.  This will group the timesheets together and should make it easier for the Staff Member to identify which timesheet they are completing. 

Extra Work (Straight Time) Timesheet Definition

The Timesheet Type and the PDF Form Template will both be Basic or Transportation and the staff members hourly rate and budgetary charge to will be derived from the Position Tracking Record selected for the timesheet.  In addition, the Rate Type must be set to Hourly.   The District should review the fields that are blurred out and set then to the parameters of the District.  ENSURE the Do not calculate overtime option is checked.

In order for the timesheet to cap the number of hours submitted per week (15 in this example), the Time Weeks Set and the Max. Hours per Week for Time Week Set MUST be completed on the Staff members Position tracking Record.  

Overtime Timesheet Definition

Same setup as listed in Scenario #1 and ensure the EXCLUDE from Max Hours per Week box is checked.  

In addition, if the District creates any additional timesheets that are associated with the positions that utilize the Max Hours per Week / Time Weeks Set you should consider utilizing  the EXCLUDE from Max Hours per Week box.

There are an infinite number of scenarios based on the specific needs of the District.  We have provided two general examples that are utilized by most districts who have implemented timesheets.  As always, if you have questions specific to your district, please submit a help ticket and the Help Desk will assist.