Once you have enabled and set up the Overtime option under the Work Schedules Power-Up, you can export timesheets with overtime calculations.
As we previously covered in the introduction to Work Schedules, there are 5 different overtime rules, which we will go through the calculations below.
Overtime Rule #1: Weekly Overtime
This OT is calculated based on the amount of time worked in addition to the maximum number of regular hours (threshold) per week.
Overtime Rule #2: Daily Overtime
This OT is calculated based on the amount of time worked on top of the Daily Overtime threshold, but below the Daily Double Overtime threshold.
Overtime Rule #3: Daily Double Overtime
Any hours exceeding both Daily Overtime and this threshold are considered Daily Double Overtime. This number should, therefore, always be higher than Daily Overtime.
Overtime Rule #4: Rest Day Overtime
If this option is selected, the system will automatically calculate whenever a person tracks his/her hours on a rest day (a day with 0 hours in the work schedule settings)
Overtime Rule #5: Public Holiday Overtime
Whenever a person tracks time on a public holiday, the system calculates this OT. However, for the system to track, you will need to set up Public Holidays first.
NOTE: If you have selected start and end times in your work schedule, all overtime calculations are recorded based on the staff’s start-time. So if someone clocks in before their day start, those hours will not be taken into account.
Overtime in Timesheets And Export Files
Here’s a real-life scenario that you could probably relate to. Let's say, Michelle has to work for 5 days a week (Monday- Friday) from 9 am to 6 pm every day (including a 1-hour break).
She will only have to clock in during the morning and clock out when it’s time for her to go home. Her timesheet should look like the following:
- 9 hours a day (9 am to 6 pm including breaks)
- 45 hours a week (including breaks)
Let’s say you manage a restaurant, and Michelle is your full-time staff, where all the overtime rules below apply to her work hours:
- Daily OT: After 8 hours of working (excluding breaks)
- Daily Double OT: After 12 hours of working (excluding breaks)
- Weekly OT: After working more than 35 hours in a week (excluding paid-for OT hours & breaks)
- A 1-hour lunch break
- Public Holiday OT
- Rest Day OT (Weekends are rest days)
To view overtime hours in the web app, go to Timesheets for team members’ daily, weekly and monthly OT (read more here).
This is how your Overtime overview looks like on your team’s timesheets when you hover over the time entry.
To view the overtime hours, you will need to go to Timesheets > Click "Export" at the bottom of the page (read more here).
An exported file for 3 team members for 1 week could look like this.
Daily overtime calculation of Michelle's.
On a typical day, Michelle works from 9 am to 6 pm. However, in this example, Michelle has to pull in overtime for an emergency project. On that Monday (3rd of Dec), she has worked for 15.87 hours in total.
We can then remove the 1 hour of lunch break from her total hours, so her "real-time worked" is 14.87 hours.
- The Double Daily OT threshold was 12 hours (as set earlier by yourself). After deducting the actual work hours with the Daily Double OT (14.87– 12 = 2.87), Michelle works an OT about 2.87 hours on that day.
- The Daily OT threshold was 8 hours with a max of 12 (because that's when Double OT starts). So she worked a total of 4 hours of Daily OT.
- That leaves the rest of "regular work time" of (14.87 – 2.87 – 4=) 8 hours.
Weekly Overtime calculation
Weekly overtime is always added to the last day of the working week. By default, that's on a Sunday but you can adjust this detail in your team settings.
Here’s another example, where David has tracked a total of 65.92 hours in a work week.
Just like how Michelle's overtime is calculated, David's weekly overtime should look like this:
- Total breaks: 6 hours
- The total Daily Double OT for the week: 1.7 hours
- The total Daily OT: 11.85 hours
- Total Public Holiday OT: 7.67 hours
This leaves us with 38.70 "regular hours" worked (58.42-1.2-11.35). This is higher than the Weekly OT threshold of 35 hours; so his Weekly Overtime is 3.7 hours.
Rest day and Public Holiday Overtime calculation
Whenever there is time tracked on a rest day (i.e. weekends) or on a Public Holiday, the regular hours and daily/double OT will always be 0.
However, if there’s an activity (clock in/ out) recorded on that day, the row for Rest Day OT or Public Holiday OT will be filled up instead.
So back to Michelle’s case as a reference for the Rest Day & Public Holiday OT:
- In her case, she worked for 4.33 hours on the weekend (Sunday, 9th of Dec), after which her 1-hour break is deducted from the equation, leaving her with 3.33 hours of actual work time on her Rest day OT
- The 7th of December (Friday) was a public holiday, so all her hours for that day are attributed to Public Holiday OT section.