Payroll and Overtime

Updated Mar 13, 2020

To access the Default Settings for Payroll and Overtime features, follow the path below:

Settings > BackOffice Default > Payroll & Overtime Default Settings Section

Default Employee Hourly Rate:

Unless changed by an Employee Class Rate, by an Employee Rate, by a Site or Zone Rate or by a Position Rate this will be the default rate for all employees.

Please note the Default Hourly rate is not mandatory, however if you have not put in place any other Rates in your portal, this will cause a critical error when processing your payroll.

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Default Pay Schedule: You can create different Payroll Schedules. Once created, they will appear here for you to choose. Unless changed for an employee, the Regional Payroll Schedule will be applied to all employees of the Region. 

Default Overtime Rule: Choose the overtime rule that you wish to apply, based on your preferences and location. Unless changed for an employee, the Regional Overtime Rule will be applied to all employees of the Region.

Overtime Start Day of Week: This information will allow the payroll schedule to start calculating the overtime rule on the right day of the week. Also, this will make sure the overtime shows correctly on schedules, and that employees are properly paid for their overtime. Please note that this is a Regional only setting. This cannot be changed at the site or the employee level.

Auto Approval of Shifts: This setting will allow to set grace periods before and after the scheduled clock in and clock out time. Both grace periods need to be respected by the employee for the shift to auto-approve for the scheduled number of hours. Drag the sliders to adjust the grace periods as needed. Please note that this is a Regional only setting. This cannot be changed at the site or the employee level.

Payroll Sorting: This setting allows you to sort the payroll-ready data. The data will be organized in a numerical order if Employee ID is selected or alphabetical order by Last Name or First Name depending on the option chosen. Please note that this is a Regional only setting. This cannot be changed at the site or the employee level.

Overtime Rules

TrackTik comes pre-loaded with default overtime rules. Other overtime rules can be added to comply with legislation in your jurisdiction. Please contact your TrackTik representative to configure a custom overtime rule. 

With TrackTik, you will enjoy great flexibility in how overtime rules are configured and applied.

To see the list of Overtime Rules available in your platform, follow this path:

Settings > Overtime Rules.

Holiday Groups

Create the holidays your company observes for payroll and scheduling purposes. There are no defaults, as holidays vary from one country to another and from one region to another. Therefore, we make it easy to create the holiday group(s) you wish to apply to.

To create a Holiday Group, please follow this path: Settings > Holiday Groups > New Holiday Groups.

Choose a group name and then simply check the holidays from the list. You can create several Holiday Groups in order to fit all your requirements.

Pay Codes

Use this setting for ad hoc earnings or ad hoc deductions, or for integrations with account software. Once configured, pay codes are managed directly at the employee level.

Add pay codes under settings>pay codes.

This pay code will be used when exporting the data.

Operator:  Choose how the premium will be applied. Three choices are available, a default rate, a multiplier or an additional amount.

Code: This code will be used throughout the system, make sure it is easy to understand and recognize.

Export Code: This is the code that will be used when exporting the data of the pay cycle affected.

Description: You can choose to add a description so better explain what the pay code will refer to.

Wage Type: Different options are available: bonus, commission, hourly overtime, hourly regular, hourly sick, hourly vacation, salary regular, salary sick, salary vacation.

Deduction: Identify if this is supposed to be a deduction.

Impacts overtime: Simply check the box to have it included automatically.

Globally Accessible: Make it available for all regions.

Other fields should stay as they are set in the default configuration.

Once you have set up pay codes, you can assign them to employees to handle any ad hoc payments or deductions.

Follow this path to add a deduction

Employees > Select Employee > HR Profile > Adhoc Earnings / Adhoc Deductions > Create New Item

Depending on the type of earning or deduction, you will need to ensure there is a pay code available for you to choose. Please note, pay codes can be added to fit the description of what you need by following this path: Settings > Pay Codes > Create New Pay Code.

Pay & Bill Premiums

Create different pay or bill premiums to add to the employee’s pay rate, or to the bill rate when you charge your clients. You can use pay premiums to incentivize your employees to cover certain shifts, or to apply a premium if employees working those shifts have special skills.

Follow this path to create a new Pay or Bill Premium.

Settings > Premiums > New Premium

Type: Decide if you want to create an item to be payed hourly, payed ad hoc, or billed hourly.

Code: This code will be used throughout the system, make sure it is easy to understand and recognize.

Name: This name will be used throughout the system, make sure it is easy to understand and recognize.

Premium: Type in the premium hourly amount you whish to apply.

Include in Overtime Calculations: Simply check the box to have it included automatically.

If you chose to create an ad hoc item, other fields will appear:

Type: An additional choice can be made to either pay per shift or per day.

Deduction: Identify if this is supposed to be a deduction.

Globally Accessible: Make it available for all regions.

In order to add a Pay Premium, you must create or edit a specific position at a Site:

Sites (Client) > Select Site > Positions > Create a Position > Pay Setting Section.

Check the option to pay on “This post rate” to override the Employee Pay Rate.  Then, fill in the required field to set the new Post Pay Rate.

The Pay Premiums field will give you access to pre-created Premiums. Please note that you can add several premiums to the same position.

Export Formats

TrackTik provides access to some pre-defined export formats. Be sure to ask your TrackTik representative about additional integration options.

Follow this path to access export settings. 

Settings >Export Formats > General.

To configure exports, simply choose your preferred export type from the list of formats. For additional settings on a specific choice, you can navigate in the list available under the “General” menu.

We are currently offering the following list of formats for exports:

  • QuickBooks IIF
  • ADP Workforce Now
  • QForce
  • PayChex
  • Novatime
  • 3C
  • BSD
  • PayCom
  • Time Gate
  • SM
  • Heightened
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