Overtime rates

Create an extra overtime rate required for timesheet entry by your staff. Different overtime rates can be created to track the different levels of overtime pay like double time, time and half, or no additional pay. Control the internal cost for the overtime rate, and the on-charge rate to your client using the factors. The factor will mark up the rate from the standard value.

Add an overtime rate by:

1. Go to: Settings > Financial > Overtime rates
2. Click the 'Add' button in the top right corner.
3. Type a 'name' for the overtime rate. e.g. Double time, or time and half.
4. Type a 'charge factor' value such as 2 for double time or 1.5 for time and a half.
5. Type a 'cost factor' value. e.g. Enter 1 if the cost is the same as normal, or 2 if the salary paid for the overtime is double the normal rate.
6. Save.

Change an overtime rate to be inactive when you want to stop it being used in the future. If an overtime rate has been used on a staff record or in staff timesheets, then it cannot be deleted and must be made inactive to stop future use.

1. Go to: Settings > Financial > Overtime rates, and use one of the following methods.
   • Single row - Click the row action button, and select 'edit'. Uncheck the 'active' box, and then save and close.
   • Multi-row - In the list check the box(es) on the left of the name column, and then click the multi rows action button. Choose 'Set as not active' option.
2. The list refreshes and only the active items remain in the list.

The description field for the overtime rate name requires a unique value. Therefore if you need to re-add the overtime rate again with the same name it is suggested to re-name the older rate to something else, so the name can be reused when you enter the rate again with different charge / cost factors.

Search

When a large number of items exist, use the search or filter options to limit the number of rows shown in the list.

Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clear button in the search bar.

Filter

Filter the list by selecting the search button. See the available filters by clicking the word 'active'. Select a filter from the drop-down list and click the search button to apply the filter. The filter options are:

• Active - the default list filter that shows the items that can be used (seen in drop-down lists).
• Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.
• All - see both active and inactive items in the list.

Track how many extra hours your work each day using overtime rates. Overtime can be entered in your timesheets for extra hours worked on project tasks or internal project tasks. The overtime rates set up in your system can either increase the charge-out value of the work to your client, or increase the cost of you completing the work.

Samples of overtime rates are:

• Double time - used for extra hours on public holidays or extra hours on Sundays. Mostly setup to double the cost (2.0) and double the charge-out value (2.0).
• Time and a half - used for common overtime hours. Mostly setup for both cost and charge-out value to be x 1.5 the standard value.
• Overtime with no extra charge - extra hours were worked, but no extra pay will be given for this as the staff member is on salary and not paid overtime. This type of overtime rate would be used for reporting purposes, and have the charge out set to 1 to still invoice the client for the work. The cost, in this case, would be set to 0, as the staff member did this work as unpaid overtime (part of their salaried position project commitments).

If overtime rates are NOT enabled in Synergy, then you will enter your timesheet hours to look like the table below.

This example shows that the staff member worked 2 hours overtime, to attend a client dinner to discuss a project proposal. The timesheet entry is for 10 hours - however, the staff member should work only 8 hours. The extra 2 hours need to be allocated as overtime.

If overtime is enabled in the system, then you can select which overtime rate to apply to the entry from the drop down list.

When you work on the same timesheet task for both 'standard' hours and 'overtime' hours, then you will need to enter this as two timesheet entry rows.

The time and expenses tab for the project shows each overtime entry with a checkmark and which overtime rate was selected. This makes it easy to see in the project, or your transaction reports the details of the overtime rates.

1. Name: The name for the overtime rate that will appear for staff in the drop-down list when entering timesheets, and when viewing transactions in the project or reports.
2. Charge factor: The multiplier used to calculate the chargeable value of the overtime transaction. Type a whole number like 2 to double the value, or use up to 2 decimal places in the factor. A factor of zero is also supported. i.e. a charge factor of 2 will multiply the default chargeable rate $200 per hour by 2, which equals an overtime charge of $400 per hour. Or a factor of 1.5 will add 50% to the charge rate, to equal $300 (for the default value of $200).
3. Cost factor: The multiplier used to calculate the cost value for the overtime transaction. Type the number like 2 to double the cost, or use up to 2 decimal places in the factor. A factor of zero is also supported. i.e. a charge factor of 2 will multiply the rate cost $150 per hour by 2, which equals an overtime cost of $300 per hour. Or a factor of 1.5 will add 50% to the charge rate, to equal $225 (for the default value of $150).
4. Active: When this field is checked the overtime rate is active and can be used for future timesheet entry. Overtime rates that are inactive (unchecked) cannot be used on future timesheets entries.
5. Locked The default overtime rate of 'standard' is locked and cannot be changed. All other overtime rates are 'custom' and can have the description changed if required.