In this article we will walkthrough the billable overtime options.
Billable overtime can be calculated at individual Post, all Locations, or All Customers.
Permanent Billable Overtime by Post
Billable Overtime can be calculated at individual Post, all Locations, or All Customers.
The most common setup is by individual Post.
The OT Group at the Customer Master establishes the level that billable OT will be calculated (Customer, Location, or Post).
The OT Base establishes what hours will be calculated (the “Total” of the OT Group, the total of the “Employee”, the total of the “Daily” hours worked).
The OT After is the total hours after which OT will start calculating. It is recorded at the master of the OT Group you selected and the # is based on the OT Base grouping.
NOTE: You must ALWAYS check Billable Overtime at the Post for any of the calculations to work.
Example Setup:
- If OT Group = Customer, then set OT Base, OT After, and Max OT hours at the Customer. At the Post, Billable Overtime √.
- If OT Group = Location, then set OT Base, OT After, and Max OT at the Location. At the Post, Billable Overtime √.
- If OT Group = Post, then set OT Base, OT After, and Max OT hours at the Post, as well as Billable Overtime √.
Overtime Group: Post Examples
Weekly Hours Worked at a Post (most common method)
Customer Master: Format Tab
OT Group: Post
Location Master: Billing Tab
(1) No setup
Post Master: Billing Options Tab
(1) Billable Overtime √
(2) OT Base: Employee Hours
(3) OT After: 40 (starts calculating after employee works over 40 hrs at Post)
(4) Max OT Hours: Enter only if a cap to how much OT can be billed
Important NOTE: If the “Bill Meal” or “Payroll Meal” is checked, the system will always bill/pay at straight-time.
Weekly Hours Worked at a Post (for total Post hours)
Customer Master: Format Tab
(1) OT Group: Post
Location Master: Billing Tab
(1) No Setup
Post Master: Billing Options Tab
(1) Billable Overtime √
(2) OT Base: Total Hours
(3) OT After: 80 (starts calculating after multiple employees work over 80 hrs at Post)
(4) Max OT Hours: Enter only if a cap to how much OT can be billed
Important NOTE: If the “Bill Meal” or “Payroll Meal” is checked, the system will always bill/pay at straight-time.
Extra Coverage Post Billed at an Overtime Rate
Customer Master: Format Tab
(1) OT Group: Post
Location Master: Billing Tab
(1) No Setup
Post Master: Billing Options Tab
(1) Billable Overtime √
(2) OT Base: Total Hours
(3) OT After: 0 (calculates OT for all hours worked at this Post)
(4) Max OT Hours: 0
Important NOTE: If the “Bill Meal” or “Payroll Meal” is checked, the system will always bill/pay at straight-time.
Daily Hours Worked at a Post
Customer Master: Format Tab
(1) OT Group: Post
Location Master: Billing Tab
(1) No Setup
Post Master: Billing Options Tab
(1) Billable Overtime √
(2) OT Base: Daily Hours
(3) OT After: 8 (starts calculating after employee works 8 hrs in a day)
(4) Max OT Hours: Enter only if a cap to how much overtime can be billed
Important NOTE: If the “Bill Meal” or “Payroll Meal” is checked, the system will always bill/pay at straight-time.
Overtime Group: Location Examples
Billable OT Calculated at all Posts at a Location (employee works 40 hours weekly)
Customer Master: Format Tab
(1) OT Group: Location
Location Master: Billing Tab
(1) OT Base: Employee Hours
(2) OT After: 40 (starts calculating after employee works over 40 hrs at Post)
(3) Max OT Hours: Enter only if a cap to how much OT can be billed
Post Master: Billing Options Tab
(1) Billable Overtime √
Billable Overtime Calculated to all Posts at a Location (any hours worked over total scheduled hours for the Location)
Customer Master: Format Tab
(1) OT Group: Location
Location Master: Billing Tab
(1) OT Base: Total Hours
(2) OT After: 80 (starts calculating after total hours worked exceed total scheduled for the location)
(3) Max OT Hours: Enter only if a cap to how much OT can be billed
Post Master: Billing Options Tab
(1) Billable Overtime √
Billable Overtime Temporary Exceptions
A. EXAMPLES
Overtime HOURS and/or Overtime RATE for an individual employee on a specific date for a specific tour
1. Overtime HOURS
- Set up at Confirm: Detail - Exceptions Tab
- Billing Hours - √ (overrides the existing setup)
- Overtime: Enter # of hours
- Will bill for this person the # of hours specified at the overtime rate
2. Overtime RATE
- Set up at Confirm: Detail - Exceptions Tab
- √ Billing Rate (overrides the existing setup)
- Temp Rate: Enter rate
Will bill for this person at the temporary rate:
Billing Adjustment
- Drop-down Masters: Billing Adjustment
- Select Customer, Location, Post, Employee (if applicable)
- Overtime Hours: Enter # of hours
- Overtime Rate: Enter the overtime rate
The adjustment can be added to an existing invoice or entered as a separate invoice:
