This is a part of the Admin page in the Smart Ops Release. Click here to learn more about the Smart Ops.

The 'Overtime Rules' tab of the Admin page is where Overtime Rules can be created and managed to reflect your Organization's and/or State's overtime criteria by Location. From the Overtime Rules listing, Users can view the details of each rule and even create saved Table Views of filtered details for a quick reference.

Once an Overtime Rule is created, it is applied to the Schedule Calendar of the selected Locations, where the total Overtime Hours are displayed for all Employees and displayed in red for individual Employees whose total scheduled hours are outside the criteria set for an Overtime Rule. Additionally, Overtime Rules will be included in the Schedule's Publish Check before being finalized.

If 'R365 OT Rules' is set as the 'Overtime Tracking' method on one or more Location records, then the Overtime Rules created on this page will be applied to Labor brought in from the POS on the Daily Sales form.

Users with the necessary security access can view, create, edit, and delete Overtime Rules. Click here to learn the Security Roles needed for these functions.

Create an Overtime Rule

Overtime Rules can be created by clicking the '+ Create' button in the top, right corner of the Admin page and selecting 'Overtime Rules'. 

A 'New Overtime Rule Group' sidesheet will appear where details about the Overtime Rule should be entered. Ensure to save the Overtime Rule to apply it to the select Locations' Schedule Calendar.

1) Rule Name - The name of the Overtime Rule

2) Weighted Average OT Rate - When checked, an average OT Premium Rate will be calculated in compliance with FLSA standards. The OT Premium Rate is calculated weekly based on the hours worked by the Employee as follows:

  1. Straight Time Earnings are calculated
    • Straight Time Earnings are calculated as the weekly total of Regular Rate x Hours for each job worked.  
      • Note: If the Employee is paid a tipped minimum wage, the configured Minimum Wage (#3) will be used as the Regular Rate when calculating Straight Time Earnings. 
  2. Average Regular Rate is calculated
    • Straight Time Earnings  / Total Weekly Hours = Average Regular Rate
  3. OT Premium Rate is calculated
    • Average Regular Rate x (Overtime Rate - 1) = OT Premium Rate
      • Note: Overtime Rate is configured per Overtime Method (#4)

3) Minimum Wage - Minimum wage used when calculating Weighted Average OT Rate for Employees receiving the tipped minimum wage. (#2) 

4) Overtime Method - The way in which overtime is calculated. One or more options can be selected where both hours worked and overtime rate are set (e.g., 1.5 times their hourly pay). Options include:

  • Daily - The Employee exceeds a specific total number of hours for a pay day
  • Weekly - The Employee exceeds a specific total number of hours in a week
  • 7th Day Consecutive - The Employee works all seven days during a pay week

5) Search Locations - This box enables the User to search for and select the Locations that will use this Overtime Rule. When selected, Locations will then appear in the Applied Locations box. Learn how to add Locations to the 'Applied Locations' box below

6) Applied Locations - A listing of all Locations that have this rule applied to their Schedule Calendar. Locations can be removed from this box by following the directions below

7) Create Another - When checked, a new rule will open once 'Create' (#7) is clicked

8) Create - This will save the Overtime Rule and add it to the Overtime Rules list on the 'Overtime Rules' tab

9) Help Menu - This will open the Help Menu, which lists multiple resources that can assist in creating an Overtime Rule

10) Full Screen - This will expand the modal to full screen. Clicking the minimize icon in its place will return the modal back to its original size

11) Close - This will close the modal without saving

Select Locations

All Locations that utilize this rule will need to have it selected from the 'Search Locations' box and added to the 'Applied Locations' box. Locations can be added in three ways:

  • Add All - Users can click the '+ Apply All (x)' button to add all available Locations

  • Select and Add - Select all necessary Locations and then click the '+ Apply Selected (x)' button

  • Individually Add - Add individual Locations by clicking the plus signnext to the desired Location(s)

Remove Locations

If a Location was originally selected to utilize this rule but it no longer needs to be included, it can be removed from the 'Applied Locations' box by repeating similar steps to that of adding Locations. Locations can be removed in three ways:

  • Remove All - Users can click the '- Remove All (x)' button to remove all necessary Locations

  • Select and Remove Select all Locations that need to be removed and then click the '- Remove Selected (x)' button

  • Individually Remove - Remove individual Locations by clicking the trash can iconnext to the desired Location(s)

Edit an Overtime Rule

To edit an Overtime Rule, simply double-click the desired Overtime Rule. The rule's details will then open in a sidesheet.

Users have the option to either update the listed fields and save the rule or delete the rule entirely. The option to 'Save' and 'Delete' will be listed in the top, right corner or the sidesheet.

Exempt Employees

Employees can be marked as exempt from Overtime hours and/or pay calculations so that Scheduling and Forecasting are not skewed for certain Employees, such as Salaried Employees.

To do so, navigate to and open the desired Employee form(s) from the Employees listing. When the form opens, select one or more of the 'Exclusion' checkboxes under 'Employee Settings' on the 'General' tab:

  • Exclude Labor Hours- This will exclude Labor Hours or Labor $ on the Employee's time card
    • Note: If this is selected, then both Exclude OT and Exclude Labor $ will be selected by default
  • Exclude OT - This will ensure that the Employee does not receive any Overtime pay on their time card for any hours worked beyond the time frame set for OT Rule Group(s), if set. If not set, this will default OT to over 40 hours a week
  • Exclude Labor $ - This will display the total Labor Hours for the Employee but the Employee's Labor $ will not impact the total Labor $ for their corresponding Location(s)

When the necessary checkboxes are selected, ensure to save the Employee forms(s).