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Pay rule calculation type - Outside Regular Working Hours

Chris Knight
  • Updated
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This article discusses the Outside Regular Working Hours pay rule calculations as part of Deputy's Pay Rate Builder.

Before you begin, please read about adding and editing pay rule calculations

Description

The Outside Regular Working Hours pay calculation rule allows users to pay overtime if they work outside the regular working hours set in their employee profile. For more information on setting Regular Working Hours, click here.

Example use case

If a user is entitled to receive overtime when working outside their predefined, regular working hours schedule, use this rules. For example, if their regular working hours are set to 9 am - 5 p.m. on a Monday, this will pay all hours outside of this as overtime.

This is often combined with a custom timesheet field to query if they agreed to this variation to their working hours. If they agree, this rule is not paid.

Note: this rule does not cover regular working hours with multiple shifts defined in a day, or consider meal breaks.

Supported rule types

This rule is only available as a base rate. Each minute of a timesheet is assigned a base rate to fill it, depending on whether it meets the rules criteria and the priority of these rules.

Outputs

Base Rates are only available as hourly.

By default, it will return all hours worked outside the regular working hours.

Configurable parameters (standard)

You can configure These standard fields in the Shift Loading pay rule calculation.

Name Defines the name of the pay rule
Rule Threshold This allows you to set a grace period. For example, if set to 15 minutes, you can work up to 15 minutes outside of your regular working hours before overtime kicks in. Note that if this is exceeded, it pays from the start of the period outside of regular working hours.
Type of Variation Variation of Hours - considers the start and end time of the regular working hours (for example, 9-5), and pays for hours outside of this. 
Guaranteed Hours instead looks at the total time allocated for the day (for example, 7.5 hours) and pays if the hours worked are above this, irrespective of when they occur.
Minimum/Maximum Threshold This allows you to set limits on when this rule should apply. This is particularly useful when the rate changes after a certain number of hours, where you can make two pay rules, one for the first two (as an example) hours, and one for after two hours. This does not apply when using this rule as a shift loading.
Export code Defines if this pay rule should be exported to payroll. If yes, they can also specify a code for the rule.
Days of the week this calculation applies

Defines which days of the week this rule applies to.

For example, if Saturday and Sunday are selected, this rule calculates only parts of the timesheet overlapping Saturday and Sunday.
Time of the day this calculation applies

Defines which part of the day this rule applies to.

By default, this is all day. However, it can define a portion of a day (e.g., a defined night shift, such as 6 pm-6 am). If this is done, only those parts of the timesheet that overlap with this are calculated.
Public holiday

Select whether this pay rule applies:

  • Always applies (i.e., applies whether the day is marked as a public holiday or not)
  • Applies only on days marked as a public holiday.
  • Does not apply on public holidays (i.e., only applies on days not marked as public holidays)
Areas

The rule applies to all areas by default. However, you can use it only when a timesheet is worked in a specific area/location.
Options include:

  • Certain Areas - pick particular areas to apply
  • Key Area Names - type in a title of an area, like 'Supervisor', to apply to all areas containing this name.
Classifications If you have set up classifications within the pay rate, you can select if a rule only applies to a particular classification.

Configurable parameters (advanced)

You can configure These advanced fields in the Shift Loading pay rule calculation.

Apply to Training

This pay rule will only be applied to team members with the selected Training record on their employee profile. 

Read more at Managing Training Records.
Does this apply to a specific date
 		 If set as Yes, the pay rule will only apply on the defined date, assuming the date falls on the previously defined allowable day and time above.
Apply pay rule to unscheduled shifts

Defines how the pay rule interacts with scheduled and unscheduled shifts:

  • If set to unscheduled, this rule will only trigger for unscheduled shifts.
  • If set to scheduled, this rule will only trigger on scheduled shifts.
  • If set to both, it will trigger on all shifts provided other conditions are met.
Pay portion rule

Generally, an hourly rate will be assigned according to the exact hours that are matched, however, it is possible to enforce an hourly rate for a full shift even if it only matches a minor or major portion of that shift.

Deputy recommends using the Exact Hours option in most cases.
Rate type

Categorizes the pay rule as Overtime, Ordinary, Penalty or Non-Payable time.

These are used to define time worked for other calculation types (for example, Periodic Overtime counts Ordinary and some penalty hours towards it).
Rate tag

A custom value that can be applied to the timesheets.

Deputy recommends only using this if advised by your implementation consultant.
Pay once per day
 		 If set as Yes, this pay rule may only apply once per day. If No, it may apply to multiple timesheets on a given day.
Clock in and out requirements

For this rule to apply, the team member must clock in and clock out within the defined periods.

By default this is midnight to midnight (ie. any time is allowed.)
Apply this pay rule for custom timesheet fields

With this, the rule will only apply if particular values are selected in the custom timesheet field questions.

Note that only List and Boolean questions are available.

Read more at Creating custom timesheet fields for shift questions.
Apply this pay rule when shift custom fields

This rule will only apply if particular values are selected in the custom shift fields in the schedule.

Note that only List and Boolean questions are available.

Read more at: Creating custom shift fields
Custom Employee Fields

This rule will only apply if particular values are selected in the employee’s custom fields (for example, job position).

Note that only List and Boolean fields are available. 

(Available to customers on most Deputy plans).

Read more about setting up custom fields for team members. 

 

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