If you have employees who are always paid for a set number of hours each pay period, Rota & Time Clock can help automate the process.
When employees work more than their contracted hours, the extra time can be added to a worked hours bank. If they work fewer hours, banked hours can be used to top up their timesheet so they still reach their target hours.
This makes managing salaried or fixed-hours employees much easier and reduces manual adjustments at payroll time.
Step 1: Set an hours threshold
The hours threshold is the number of hours an employee should be paid for each pay period.
Set a threshold for all employees
Go to Settings
Select General
Scroll to the Overtime section and enter the relevant number of hours.
Click 'Save'.
Set a different threshold for an individual employee
If some employees have different contracted hours, you can set a custom threshold in their profile.
Open the employee's profile and select Settings
Toggle on the 'Override organisation overtime settings'
Enter the employee's hours threshold.
Click 'Save'.
Step 2: Adjust timesheets
Once your thresholds are set, you can automatically adjust timesheets and update worked hours banks.
Adjust timesheets for all employees
To adjust all employees in a pay period at once:
Go to Attendance
Select the relevant pay period.
Click the piggy bank icon in the top-right corner.
You'll then see several options:
Bank Overtime
Enable Bank all overtime to automatically move any hours above the employee's threshold into their worked hours bank.
Complete timesheets with banked hours
Enable Complete timesheets with banked hours to automatically use hours from the employee's bank when they've worked fewer than their threshold.
Allow Negative Balances
You can also choose whether employees are allowed to have a negative bank balance.
For example:
Employee threshold: 40 hours
Employee worked: 30 hours
Bank balance: 5 hours
If negative balances are allowed, the system can still top the employee up to 40 hours, resulting in a bank balance of -5 hours.
This option is useful if employees should always be paid their full contracted hours, regardless of their current bank balance.
Once you've selected your preferred options:
Confirm the action.
Click Apply.
Rota & Time Clock will automatically adjust the timesheets and update worked hours bank balances accordingly.
Adjust a single employee's timesheet
If you only need to adjust one employee:
Go to Attendance
Open the employee's timesheet
Select the correct pay period
Click 'Adjust timesheet hours' in the top-right corner.
You'll see the same options described above:
Bank Overtime
Complete Timesheets with Banked Hours
Allow Negative Balances
Choose the settings you want and apply the adjustment.
What happens after the adjustment?
Once complete, the employee's timesheet will be adjusted to match their hours threshold.
Any additional hours will be added to their worked hours bank, and any shortfall can be covered using banked hours (depending on the options you've selected).
This helps ensure employees are paid correctly while keeping track of any extra or owed hours over time.