Ximble’s new feature – Employment rules allows you to generate single payroll report with multiple overtime rules.
To learn how to set up employment rules for your staff simply follow the instructions listed below.
In order to create an employment rule, go to the Settings section and under the Payroll sub-section and you will see the Employment Rules tab.
When creating a new employment rule, the system will ask you to choose one of the overtime rules which include:
- Not calculating overtime
- Calculating weekly overtime – x 1.5 pay | >40 hrs/wk
- Calculating California overtime – 5 days | 40-hour work week
- Calculating alternate California overtime – 10-hour work day 40-hour work week
- Using configurable overtime option
If you decide to go with configurable overtime, then you can easily set the number of hours for weekly, daily, and daily double time after which the overtime will be configured.
You can also use weighted average when calculating overtime. Meaning that if one or more your employees work more than one pay rate, overtime pay will be determined buy the average pay rate. The functionality of the weighted average is shown in the example below:
Employee has two positions: Cook ($10/hour) and Chef ($30/hour). Your overtime rule is set to 1.5x rate after 8 hours in a day. Your employee has worked 3 hours as a Cook and 6 hours as a Chef which is 9 hours in total -> 1 hour of overtime. The wage your employee has earned for that day is $221.67 (3*10 +6*30 = 210; 210/9 = 23.33; 23.33*8 + 1*23.33*1.5 = 221.67)
Here, you can assign your staff members a specific rule, or you can do this later on their profile pages. You can filter your staff by specific departments, positions or locations.
For payroll purposes, you can configure Start of the work day option. This means that you can set custom start time for your fiscal day on the Employment rules and even have a different setting for different groups of employees, by using different employment rules.
Also, you can choose the newly created rule to be the default employment rule for all new users when adding them to the system.
When running a payroll report, on the left side, under the “Overtime and Tax” section, you will see the “Custom overtime rule(s)” option. Here, all of the created rules will be listed and you will be able to see the number of staff without employment rules assigned.
Once you generate the payroll report you will be able to see your staff with different overtime rules on the same page. Depending on your Employment rules, some different scenarios may occur:
- If one of the users is assigned to an Employment rule which does not calculate overtime, but another one has “Weekly or California overtime”, the system will present columns displaying overtime for all users. However, the staff member who should not receive overtime will have empty values here opposed to the other user who receives overtime, who will have values present in this column if they have accrued it.
- Similarly, if one of the users is assigned to weekly overtime, but another one has California rules, then the system will display double time columns as well. However, the first user will not have any values in the double time column, whereas the other one might have zeros or any other number.
- If a user has not been assigned with an employment rule at all, but you have decided to include them in the report, then you will be presented with a warning next to that user’s name and will treat that user as if he/she has “Do not calculate overtime” rule assigned.