Overtime (OT) for Weekly and Biweekly timesheet models is evaluated in weekly windows using your company’s Start of Week. Rules are configured per Employment Type (preset or custom) and OT is calculated when a timesheet is Approved or Locked.
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How OT is calculated
-
Weekly windows: OT thresholds are evaluated per week using your company’s Start of Week (e.g., Monday–Sunday).
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Employment Type–based: Each employee follows the OT rule assigned to their Employment Type (preset or custom).
- Daily vs. weekly: Rules may include daily and/or weekly thresholds (e.g., >8 hrs/day = 1.5×; >40 hrs/week = 1.5×; >12 hrs/day = 2×).
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Pay Codes: Each multiplier (1.5×, 2×) maps to exactly one Pay Code; all occurrences of that multiplier use the same code.
- Time Off excluded: Only worked time counts toward OT. Time Off entries are not included in OT calculations.
- Applied on approval/lock: OT is computed when a timesheet is Approved or Locked. Changes after approval require reopening to recalculate.
Examples
Example A — Federal-style weekly rule (weekly OT only)
Assumption: Weekly OT at 1.5× after
40 hours; no daily OT rules.
Week total: 46.0 worked hours (Mon–Sun)
| Component | Hours | Rate | Pay Code |
|---|---|---|---|
| Regular (first 40) | 40.0 | 1.0× | Regular |
| Weekly overtime (over 40) | 6.0 | 1.5× | OT (1.5× Pay Code) |
Result: 6.0 hours map to the 1.5× Pay Code when the timesheet is approved/locked.
Example B — California-style daily + weekly (no pyramiding)
Assumptions (typical CA): >8 hrs/day = 1.5×, >12 hrs/day = 2×, >40 hrs/week = 1.5× on remaining straight-time only.
| Day | Total | Regular (1.0×) | OT (1.5×) | DT (2.0×) |
|---|---|---|---|---|
| Three 9-hour days | 27.0 | 24.0 | 3.0 | 0.0 |
| One 13-hour day | 13.0 | 8.0 | 4.0 | 1.0 |
| Totals (so far) | 40.0 | 32.0 | 7.0 | 1.0 |
Weekly check: If additional straight-time later pushes the week total past 40, only the remaining straight-time hours beyond 40 convert to weekly 1.5×. Hours already paid at daily 1.5×/2× are not double-counted.
Example C — California daily + weekly (weekly OT applies)
Scenario: Three 9-hour days plus three 8-hour
days
(no day >12).
Why this helps: Shows daily 1.5× and additional
weekly 1.5× on straight-time beyond 40.
| Component | Hours | Rate | Notes |
|---|---|---|---|
| Regular (from three 9-hr days) | 24.0 | 1.0× | 8+8+8 |
| Daily OT (from three 9-hr days) | 3.0 | 1.5× | 1 hr OT each day |
| Regular (from three 8-hr days) | 24.0 | 1.0× | 8+8+8 |
| Weekly OT on remaining straight-time (over 40) | 8.0 | 1.5× | (24 + 24) straight-time − 40 |
| Final totals | 51.0 | Regular: 40.0 | 1.5×: 11.0 (3.0 daily + 8.0 weekly) | 2×: 0.0 | |
Tip: Weekly 1.5× applies only to straight-time hours beyond 40. Hours already paid at daily 1.5×/2× don’t convert again (“no pyramiding”).
Biweekly note: A Biweekly period contains two separate weeks. OT is still evaluated per week using Start of Week (e.g., Week 1 and Week 2). The examples above apply to each week independently.
Submission & approval flow
- Employee completes time and submits the period (use your normal submission action; if Week View submission is disabled, submit from Timesheet View).
- Approver Approves or Locks the timesheet.
- On approval/lock, OT is calculated and labeled using your configured Pay Codes.
- If OT was inactive when the timesheet was approved, Undo Approval/Unlock and re-approve/lock to apply OT.
Logging overtime
Employees enter time as usual. When their worked hours meet OT thresholds defined for their Employment Type, the system classifies those hours as OT on approval/lock—no special time entry is required.
Reporting options
Timesheet Overtime by Person
Shows worked, Time Off, and OT hours per approved timesheet, the approver, and totals for a date range. Useful for audits, spot checks, and historical reviews.
Where to find: Company → Reports → People → Timesheet Overtime by Person
Common criteria
| Setting | What it does | Tips |
|---|---|---|
| Date range | Limits to approved timesheets in the selected period. | Match payroll cycles or specific audit windows. |
| People / Divisions / Employment Types | Filter who is included in the results. | Use Employment Type to isolate rule differences. |
| Approved only | Ensures OT reflects final calculations. | OT is applied at approve/lock, so keep this on. |
Key columns
| Column | Meaning |
|---|---|
| Person / Division / Employment Type | Who the timesheet belongs to and how they are grouped. |
| Worked / Time Off / Total | Breakdown of hours on the approved timesheet. |
| Overtime (by multiplier) | OT hours at 1.5× and/or 2× as calculated at approval/lock. |
| Approver | Who approved or locked the timesheet. |
Note: Only approved/locked timesheets are included; reopen/re-approve to refresh OT if rules changed.
Overtime Export for Payroll
Exports approved OT totals by Pay Code for payroll processing. You can label exported timesheets and exclude/include them in subsequent exports.
Where to find: Company → Reports → People → Overtime Export for Payroll
Common criteria
| Setting | What it does | Tips |
|---|---|---|
| Date range | Defines which approved timesheets to include in the export. | Align with your payroll period cutoffs. |
| People / Divisions / Employment Types | Limit the export to specific groups or individuals. | Useful for test runs or phased rollouts. |
| Label exports | Applies a tag to timesheets included in this export. | Use labels (e.g., “PR-2025-10-15”) to prevent re-export. |
| Exclude/Include by label | Controls whether previously labeled timesheets are exported again. | Exclude prior exports to avoid double-paying OT. |
Export output (typical fields)
| Field | Example / Description |
|---|---|
| Person | Employee name or identifier |
| Pay Code | OT1 (1.5×), OT2 (2×), etc. — one Pay Code per multiplier |
| OT Hours | Hours grouped by Pay Code for the period |
| Timesheet Period / Approval | Dates and approver metadata (for reconciliation) |
Tip: If OT rules or Start of Week changed, reopen and re-approve impacted timesheets before exporting so OT totals reflect the latest configuration.
Edge cases & tips
- Biweekly ≠ biweekly OT: A Biweekly model groups submission periods into two-week spans, but OT is still evaluated per week using Start of Week.
- Cross-week shifts: Hours that cross midnight count on the day they’re recorded; daily thresholds apply per calendar day.
- Multiple projects/tasks: OT is determined on totals, not per project. Pay Codes reflect multipliers, not project/task.
- Changing rules mid-period: Updates affect future calculations. Reopen/re-approve to reapply if you need the new rules on an existing period.
Troubleshooting
- OT didn’t appear: Verify the timesheet is Approved/Locked, that the employee’s Employment Type has an active OT rule, and that Pay Codes are mapped for each multiplier.
- Too much/too little OT: Confirm Start of Week, check daily vs. weekly thresholds, and review whether any Time Off inflated totals.
- Wrong Pay Code: Ensure a one-to-one mapping between multiplier and Pay Code in OT Configuration.
Notes & limitations
- Only worked hours are eligible for OT; Time Off is excluded.
- Start of Week defines weekly windows. Changing it adjusts future weekly boundaries; previously approved OT will not change unless you reopen and re-approve.
- Changing the Timesheet Model can remove existing timesheets, approvals, and overtime history. Plan changes carefully.
Summary
In Weekly/Biweekly models, OT is based on weekly windows tied to your Start of Week and the employee’s Employment Type rule. OT is calculated at approval/lock, excludes Time Off, and uses one Pay Code per multiplier. When in doubt, reopen and re-approve to reapply calculations.
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