Pay Policies determine rules for the pay period, missing punches, the day reset (this is important for overnight workers!), and when to calculate holiday and overtime pay. You can edit or add a pay policy from Company - Pay Policies.
Click Edit next to a pay policy or add a new one by clicking the Add button in the bottom right. This will open the screen to edit or add the Pay Policy. Start by giving it a Code and Name.
- Pay Period - Change the start date and period so that the dates in the Current pay period section reflect your current pay period. Check the 'Close timecard at Pay Period end at' if you need to close the timecard at a specific time (typically for companies with overnight workers).
- Duplicate/Opposing Punches - Set the number of minutes within which you would like to ignore duplicate and opposing punches (e.g. someone clocks in twice or someone clocks in then clocks out). This should be less than the minimum time for breaks, typically only about 3-5 minutes.
- Missing Punches - Set the 'Missing Out Punch Limit' hours so after this much time, the software will automatically clock the employee out if they have not already clocked out. This should be longer than your longest shifts. Change the 'Will Default the Work Total To' so that it will change their total worked hours to that amount if they forget to clock out.
- Linking OUT punches to IN punches - You can automatically link an OUT punch to an IN punch if it is within the maximum period value. You can also override this if it is within a set amount of hours before the start of the next shift.
- Reset Day - The day needs to reset at a specific time (typically thought of as 12:00am). If you use swipe and go, but have overnight workers you will want to uncheck the 'Use this Hour for Resetting Swipe and Go.' The 'Close timecard at Day Reset Time' will automatically create a clock out and a clock in at this time to split the hours for overnight workers. E.g. if an employee works from 10pm Friday to 6am Saturday and the day reset is 12am, it will put two hours on Friday and six hours on Saturday.
To edit the Holiday rules for a pay policy click on the Holiday tab at the top:
- Holiday Eligibility - Per these settings employees will only be paid their applicable holidays if: their hire date is the 'minimum days of employment to qualify' value before the holiday and they work according to the setting in 'requried to work the scheduled day.'
- Holiday Parameters - These settings allow you to apply holiday pay for when employees don't work, or add special rates if they do work during a holiday.
For the overtime rules, click the Overtime tab. You can have multiple levels of overtime, (e.g. 1.5x, 2.0x) and assign different values for weekly, biweekly, daily, and consecutive days. Additionally, with the Jobs/Departments module you can set multiplier rates specifcally for bill rates.
On the first screen you can choose if you use weekly or biweekly overtime, and what day of the week that resets (this should be the same as your pay period).
You can set when to close the overtime period (for overnight workers) and also set the number of hours before each different overtime level is triggered.
For the daily tab, you can choose overtime levels based on the number of hours worked for each day. You can also set the 'Starting at OT level', for example if you always pay overtime for working Sundays, that day can start at OT1.
Lastly, Consecutive Days allows you to pay overtime if someone works a certain number of days in a row. You can have this calculate only if they hit a minimum number of daily hours or hours for the total period and calculate another rate after so many hours: