HR and Payroll: Settings and Prerequisites

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Payroll and Overtime

To access the Default Settings for Payroll and Overtime features, follow the steps below:

  1. Go to Settings
  2. Select BackOffice Default
  3. Go to Payroll & Overtime Default Settings Section.
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Default Employee Hourly Rate:

Unless changed by an Employee Class Rate, by an Employee Rate, by a Site or Zone Rate, or by a Position Rate, this will be the default rate for all employees.

Please note the Default Hourly rate is not mandatory. However, if you have not put any other Rates in your portal in place, this will cause a critical error when processing your payroll.

Default Pay Schedule: You can create different Payroll Schedules. Once created, they will appear here for you to choose from. If change for an employee, it will apply the Regional Payroll Schedule to all the region employees.  

Default Overtime Rule: Choose the overtime rule you wish to apply based on your preferences and location. Unless changed for an employee, the Regional Overtime Rule will be applied to all the region employees.

Overtime Start Day of Week: This information will allow the payroll schedule to start calculating the overtime rule on the right day of the week. Also, this will make sure the overtime shows correctly on schedules and that employees are properly paid for their overtime. Please note that this is a Regional only setting. You cannot change this at the site or the employee level.

Auto Approval of Shifts: This setting will allow setting grace periods before and after the scheduled clock in and clock out. Both grace periods need to be respected by the employee for the shift to auto-approve for the scheduled number of hours. Drag the sliders to adjust the grace periods as needed.

Note: This is a Regional only setting and not configured at the site or the employee level.

Auto-approval will work if the user initiates the clock-in/clock-out. It will not, for example, auto-approve shifts that administrators have manually punched.

Payroll Sorting: This setting allows you to sort the payroll-ready data. It will organize the data in numerical order if Employee ID is selected or alphabetical order by Last Name or First Name depending on the option chosen. Please note that this is a Regional only setting. You cannot change this at the site or the employee level.

Overtime Rules  

TrackTik comes pre-loaded with default overtime rules. You can add other overtime rules to comply with legislation in your jurisdiction. Please contact your TrackTik representative to configure a custom overtime rule. 

With TrackTik, you will enjoy great flexibility in how overtime rules are configured and applied.

To see the list of Overtime Rules available on your platform, follow the steps below:

  1. Click on Settings
  2. Select Overtime Rules.
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Holiday Groups

Create the holidays your company observes for payroll and scheduling purposes. There are no defaults, as holidays vary from one country to another and from one region to another. Therefore, we make it easy to create the holiday group(s) you wish to apply.

To create a Holiday Group, follow these steps:

  1. Go to Settings
  2. Select Holiday Groups
  3. Click New Holiday Groups.
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Choose a group name and then check the holidays from the list. You can create several Holiday Groups to fit all your requirements.

Choose A Default Holiday Group

Administrators can set a Default Holiday Group for all positions in a region.

  1. On the left, under BackOffice Configurations, click BackOffice Default. The settings are displayed.
  2. Under Schedule, Default Settings, go to the field Default Holiday Group and click on the drop-down menu to display the available holiday groups.
    • When choosing a default holiday group, it applies to both sections (billing & pay).
    • When choosing a holiday group at the region level, it applies to all positions in the region.
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From your portal, click Settings. The main Settings screen is displayed.

Notes:

  • If some positions already have a holiday group selected, it will not update the Holiday Group for these existing positions when choosing a default holiday group.
  • When selecting a default holiday group at the region level, holiday billing/payroll settings will be set to “Do not charge holiday/ Do not pay holiday.”
  • If you are running a Payrun and receive a message to check your BackOffice defaults, go to the BackOffice default settings, leave the settings as they are, save the settings and try the Payrun again.
Pay Codes

For information on pay codes and find out whether they are right for your operation, please contact your TrackTik representative.

Pay & Bill Premiums

Create different Pay or Bill premiums to add to the employee’s pay rate or the bill rate when you charge your clients. You can use pay premiums to incentivize your employees to cover certain shifts or apply a premium if employees working those shifts have special skills.

Follow the steps below to create a new Pay or Bill Premium.

  1. Go to Settings.
  2. Select Premiums.
  3. Click New Premium.
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  • Type: Decide if you want to create an item to be paid hourly, paid ad hoc, or billed hourly.
  • Code: It will use this code throughout the system. Make sure it is easy to understand and recognize.
  • Name: It will use this name throughout the system. Make sure it is easy to understand and recognize.
  • Premium: Type in the premium hourly amount you wish to apply.
  • Include in Overtime Calculations: Check the box to have it included automatically.

If you chose to create an ad hoc item, other fields would appear:

  • Type: you can make an additional choice to either pay per shift or per day.
  • Deduction: Identify if this is supposed to be a deduction.
  • Globally Accessible: Make it available for all regions.

To add a Pay Premium, you must create or edit a specific position at a Site. Follow the steps below to do so.

  1. Go to Sites (Client)
  2. Select Site  
  3. Go to Positions
  4. Click create a Position
  5. Go to the Pay Setting Section.
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Check the option to pay on “This posting rate” to override the Employee Pay Rate.  Then, fill in the required field to set the new Post Pay Rate.

The Pay Premiums field will give you access to pre-created Premiums. Please note that you can add several premiums to the same position.

Export Formats

TrackTik provides access to some pre-defined export formats. Be sure to ask your TrackTik representative about additional integration options.

Follow these steps to access Export Formats.

  1. Go to Settings
  2. Select Export Formats
  3. Go to General.
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To configure exports, choose your preferred export type from the list of formats. For additional settings on a specific choice, you can navigate the list available under the “General” menu.

We are currently offering the following list of formats for exports:

  • QuickBooks IIF
  • ADP Workforce Now
  • QForce
  • PayChex
  • Novatime
  • 3C
  • BSD
  • PayCom
  • Time Gate
  • SM
  • Heightened
Configuring Pay Rates

This article discusses the pay rate configuration. There are several permissions related to viewing Pay Rates.

Please note that even when permissions to view pay rates are unchecked, pay rates may still be visible to super users.

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TrackTik hierarchically applies pay rates, with more specific. Starting with the most specific (shift rate) and going to the least specific (Default BackOffice setting), the hierarchy is as follows:

  1. Shift Rate:  If the shift has a pay rate value, it is taken from wherever the user worked 
  2. Position Rate: If the position has a post rate value, it is taken from wherever the user worked 
  3. Account/User Rate: If the account/user has a pay rate, it is taken from wherever the user worked 
  4. HR Profile: This is taken from the user profile the user’s home region 
  5. Employee Class/Group: Is taken from the user’s profile home region 
  6. Default rate (BackOffice setting): Is taken from the user’s profile home region 

Remember that the more-specific rate will override the less-specific rate.

Employee Class Rate

Classes are simply groups of employees that have certain specifications in common. For example, each class will have its own specifications such as Rate, Scheduling Priority, and Min/Max hours scheduled per week.

Follow the steps below to configure this optional setting.

  1. Go to Employees
  2. Select Employee Classes
  3. Create Employee Class.

Note:  Once you have assigned an employee to a class, the Class Rate will override the employee’s default pay rate.

If you would like to configure your pay rates based on the prevailing wage, the Employee Class is the best way to do so. Prevailing Wage is defined as the hourly wage, usual benefits, and overtime paid in the largest city in each county to most workers, laborers, and mechanics. Prevailing wages are established, by the Department of Labor & Industries, for each trade and occupation employed in the performance of public work.

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Employee Pay Rate

you can also manage hourly Rates at the individual employee level. Follow the steps below to set an employee pay rate.

  1. Go to Employees and select the Employee.
  2. Click HR Profile.
  3. Select Payroll and Scheduling Settings.
  4. Payroll Rate Section.
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Select the employee’s pay rate by modifying the Hourly Rate Type option. Select one of the following: Default Rate, Employee Class, Hourly Rate.

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When you assign a guard to a Site or a Zone, you can choose a different rate that will be applied to this assignment for this officer. You can also edit an already assigned employee and modify their Site/Zone pay rate.

Use this option by doing the following:

  1. Go to Sites (Client) > Select Site > Assigned Employees.
  2. Click the Edit button next to the employee.
  3. Enter the site-specific employee pay rate.
  4. Click the Save button.

Follow the steps below to set a zone-specific employee pay rate.

  1. Go to Sites (Client)
  2. Select Site Zones (Groups)
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  1. Select the Zone
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  1. Go To Zone Users
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  1. Click the Edit button. The Employee options dialog box will appear.
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  1. Enter a zone-specific pay rate for the employee
  2. Click Save.
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Position Rate

You can also set a pay rate for a position.

Create a position at a Site or a Zone and manage its settings.

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Access this option by following one of these sets of steps:

  1. Go to Sites (Client)
  2. Select Site
  3. Positions
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  1. Go to Sites (Client)
  2. Select Site Zones (Groups) and select the Zone
  3. Click on Positions
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Employee Overtime Rules

Like pay schedules, you can set overtime rules as a default at the portal level or override the defaults per individual employee. Follow this path to configure overtime rules.

Click on Employees and select the Employee

  1. Click on HR Profile
  2. Payroll and Scheduling Settings
  3. Employee Settings Section
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Modify the Overtime Rule field by selecting one of the options. You will have access to the same choices you previously did for the Default Overtime Rules.

Pay Schedules

Default Payroll Schedules

Payroll schedules include important information such as Payroll Frequency (weekly, bi-weekly, semi-monthly, monthly), Overlapping strategies, and Overtime calculation strategies.

Note: If you create more than one payroll schedule, it should be because different groups of employees are being paid differently. If it were a mistake during the configuration, you will be unable to edit or delete it unless a ticket is open for our Support and Development departments.

Follow these steps to create a payroll schedule.

  1. Click the Settings tile.
  2. Click Payroll Schedules
  3. Select New Payroll Schedule
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Label: This is the name of your Payroll Schedule. It will appear in the Default Pay Schedule option from the Default Settings.

Frequency: Choose how often you will generate payroll-ready data by selecting one of the four options available: Weekly, Bi-Weekly (every two weeks), Semi-Monthly (twice a month), or Monthly.

Period Start Time: Use this option to follow regulations in jurisdictions where payroll time needs to be specifically set. If it’s not your case, leave the default value. If you are not familiar with this notion, please contact your assigned Client Success Team Member, and they will assist you in setting it up properly.

First Period Start Date: Same as the previous setting. You can usually choose any day unless you have specific regulations to follow.

Period Overlapping Strategy: Choose an overlapping strategy for shifts that span two payroll periods. Two options are available: split shift hours in their respective periods or allocate the entire shift hours to the starting period.

Holiday Overlapping Strategy: Decide how you want to pay your employees during holiday shifts that span two payroll periods. You can either pay the holiday rate on hours that overlap with the holiday’s effective period or pay the entire shift as a holiday if it started during a holiday.

Holiday Overtime Rule: Choose between two options for Holiday Overtime: Do not count hours worked on holidays or count hours worked for the Overtime period.

Use weighted overtime calculation method: This is a yes or no setting. Weighted overtime is also known as “blended” overtime. It is most often used in situations where an employee performs multiple jobs and gets paid different rates. Weighted average over time (also called WAOT) uses a formula to get the average of a worker’s different pay rates to be paid for overtime without the employer having to calculate and add up the overtime pay for each rate separately. You can also use weighted or blended overtime in situations where an employee has overtime hours and gets tips or commission as part of their pay.

Example: An employee is working 20 hours at 15$/h and 30 hours at 18$/h in a week.

  • This employee worked (20h + 30h) = 50 hours, so they have 10 hours of overtime.
  • The weighted average rate for the week is (20h * 15$/h + 30h * 18$/h) / 50h = 16.8$/h.
  • The weighted average overtime rate for the week is (16.8$/h * 1.5) = 25.2$/h.
  • The straight earnings for the week are (40h * 16.8$/h) = 672$.
  • The overtime earnings for the week are (10h * 25.2$/h) = 252$.
  • The total earnings for the week are then (672$ + 252$) = 924$.

Time Slices with multiple pay codes: Select the pay code that generates the highest pay rate or stack premium for all applicable payroll codes.

Example: An employee is working 50 hours at 15$/h during a holiday. 

  • This employee worked 50 hours, so they have 10 hours of overtime.
  • The overtime stacked rate is (15$/h * 1.5)  15$/h = 7.5$/h.
  • The holiday stacked rate is (15$/h * 2)  15$/h = 15$/h.
  • The total stacked rate is (7.5$/h + 15$/h) = 22.5$/h.
  • The total earnings with the highest payrate option is (50h * 15$/h + 10h * 15$/h) = 900$.
  • The total earnings with the stacked premiums is (50h * 15$/h + 10h * 22.5$/h) = 975$.

The Status column will show whether a pay scheduled has been archived or active. The default view filters out the archived payroll schedules. Select ALL in the filter you will see both active and archived payroll Schedules. 

Employee Payroll Schedules

you can also manage payroll Schedules per individual guard. Follow this path to access the payroll schedule. 

  1. Go to Employees and select the Employee
  2. Go to HR Profile
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  1. Select Payroll and Scheduling Settings
  2. Payroll Rate Section.
  3. Select the pay schedule.
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Modify the Pay Schedule field by selecting one option between the default and any other Payroll Schedules you may have already created. 

Note:  A pay schedule will only appear in this menu if you have already created it.

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