# Factors Affecting Calculation of Overtime in Time and Attendance

This document explains the various values that determine when and how overtime is calculated for an employee in Time and Attendance.

## Outcome

You have learned how employees clock time in Time and Attendance to allow for overtime to be calculated. You also learn the values that directly affect the calculation of overtime and how they, in combination with an employee's clocked transactions, determine whether overtime is calculated for individual employees. If overtime is calculated, they also determine when and how overtime is calculated. Examples of such values are:

• Whether an employee has overtime rights
• How flextime and overtime are handled in relation to each other

## Purpose

You can use this document to attain a deeper understanding of how overtime is handled in Time and Attendance.

## When

You can, for example, use this document:

• When you wish to get an overview of the various values found in a number of programs that affect the calculation of overtime.
• As a starting point when you want to understand the make up of a calculation done for a particular employee.

## Prerequisite for Calculating Overtime

In order to calculate overtime, employees must clock time using a function key for overtime in 'Clock In/Out Transaction. Report' (TMS001). The following function keys can be used to clock overtime:

• F3 = 'In overtime paid' or F4 = 'Out overtime paid' if the employee wishes to receive monetary compensation for overtime.
• F5 = 'In overtime time off' or F6 = 'Out overtime time off' if the employee wishes to be compensated for overtime with time off.
• F7 = 'In overtime unique' or F8 = 'Out overtime unique', F14 = 'In overtime unique 2' or F15 = 'Out overtime unique 2', F16 = 'In overtime unique 3' or F17 = 'Out overtime unique 3', if the employee wishes to receive compensation in a unique manner defined for the company.

If an employee has worked in a way that gives him/her rights to overtime but has forgotten to clock time using an overtime function key, you can create overtime transactions retrospectively. You do this in one of the programs that handles clocked transactions by either creating new transactions or adjusting existing transactions. You can, for example, change a transaction so that it receives the transaction type that generates overtime. For information on the programs used for this purpose, see Checking, Adjusting and Approving Calculated Times in Time and Attendance.

Note: If you change transactions that have been calculated, you must recalculate them.

## Values Affecting Calculation of Overtime

Program ID/Panel Field The field indicates …

General values that are valid for the entire company:

(TMS950/E) Flex and overtime combinations

… how flextime and overtime are to be processed in relation to each other.

For example, you specify that both negative flextime and overtime can be calculated on the same day for an employee.

For more information on this field, see Specify Calculation Methods and Methods for Displaying Times in Time and Attendance.

(TMS950/E) Calculation type overtime

… the time period to be used when calculating overtime.

The time periods you can select are days, weeks, or months.

For more information on this field, see Specify Calculation Methods and Methods for Displaying Times in Time and Attendance.

Values that are valid for individual employees:
(CRS530/F) Calculation method – overtime

… how overtime is calculated for an employee.

You can, for example specify that an employee does not have overtime rights or that overtime is always to be calculated for an employee after ordinary work hours.

(CRS530/F) Minimum overtime per day

… the number of overtime minutes that an employee must work per day before overtime is generated.

Values that are valid for overtime time definitions:

For more information on these fields, see Create Time Definition for Overtime, Miscellaneous Time and Shorter Work Hour in Time and Attendance.

(TMS110) From time … the time from which the time definition is valid.
(TMS110) To time … the time to which the time definition is valid.
(TMS110) Overtime lunch … whether the current time definition applies when overtime can be created from lunch flextime.
(TMS110) Minimum number of hours … the least number of hours that times calculated from the time definition can receive.
(TMS110) Maximum number of hours … the greatest number of hours that times calculated from the time definition can receive.
(TMS110) Priority … the order in which time definitions are valid if more than one time definition has overlapping time periods.

Value that are valid for all time types:

(TMS110) Affect overtime

… how times having the current time type are to affect the time that generates overtime.

For example, normally absence and attendance affect the time that generates overtime positively whereas flextime affects it negatively.

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