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 was 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.

To create a Payroll Schedule, follow this path:

Settings > Payroll Schedules > New Payroll Schedule

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 when an employee performs multiple types of 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. Weighted or blended overtime can also be used when 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

Payroll Schedules can also be managed per individual guard. Follow this path to access the payroll schedule. 

Employees > Select Employee > HR Profile > Payroll and Scheduling Settings > Payroll Rate Section.

Modify the Pay Schedule field by selecting one of the options 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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