Pay and Overtime

Note: Can't find this in your Cloud? This feature is available with the Essential or Plus Plan of TimeMoto Cloud. If you want to get the most out of your TimeMoto account, make sure to upgrade your plan to your needs!

After you have clocked and registered working time successfully, you might want to transfer the collected data easily to your payroll processing. A Pay Template can enable you to register your employees under different pay categories. This is also where you set rules for their overtime management!

You find all your pay templates by opening the dropdown menu in the top right and clicking [Settings]. Then on the left side, select [Pay and Overtime].

Getting to the pay and overtime settings

Overview

On the Pay and Overtime page, you see a list of all pay templates you have added. You see their name, hourly rate, and amount of rules. If you want to search for a specific pay template, use the search filter in the top left to do so.

The Pay and Overtime page

Adding a New Pay Template

To add a new pay template, click on "Add pay template" in the upper right corner. A window will pop up that guides you through the different features of a pay template.

Basic Information

First, you can set the basic information of the pay template. You can give it a name, an hourly rate and your currency. You can also add any comments in the description.

Editing the basic information

Rules

Next, you can set rules with certain conditions for the pay template. This is any type of situation that could have an influence on the hourly rate. For example, if the employee is working:

• on a public holiday (bank holiday) – applies to registered working time during a scheduled bank/public holiday
• before a set time of day (e.g. before 08:00/8 AM) – applies to registered working time before a set time
• after a set time of day (e.g. after 20:00/8 PM) – applies to registered working time after a set time
• between set times of day (e.g. between 06:00 - 08:00) – applies to registered working time within a set time frame
• on specific days of the week (e.g. Sundays) – applies to registered working time during specified days of the week 
• more than a specific number of hours per day/week/month – applies to registered working time that exceeds the set duration per day/week/month (unaffected by any schedules)
• more than a specific number of consecutively worked days – applies to registered working time after a set number of consecutive days of work
• more than scheduled – applies to registered working time that exceeds the planned duration per day

You can add as many rules as you want

Give each condition a multiplier, which will modify the hourly rate when a rule applies to a clocked working time. Then set a code for the rule, which will appear on your reports when a special condition is applied to worked time.

Define your rule(e)

You can add as many rules as you want, and you can specify each rule with any amount of conditions. The more conditions a rule has, the more specific the rule is.

Example: You can set two separate rules:

• Rule #1: 
  • Condition: working on a Sunday (hourly rate x 2)
• Rule #2: 
  • Condition: working after 20:00/8 PM (hourly rate x 2) 

This will double the pay rate every time an employee is working on a Sunday or working after 20:00/8 PM. Only one of the rules has to apply.

Or you set a rule with more conditions:

• Rule: 
  • Condition #1: working on a Sunday (hourly rate x 2)
  • Condition #2: working after 20:00/8 PM

This will double the pay rate only if an employee is working on a Sunday after 20:00/8 PM! Both rules have to apply at the same time.

Click "Add pay template" to save your settings.

Good to know: With these rules you can also define overtime. For example, an employee with 40 hours per week should have a rule that defines work that is more than scheduled as overtime. This will lead to the pay report display overtime as an extra category that can be managed further. Check out our article for more info about the [Overtime Management].

Managing Pay Templates

On the Pay and Overtime page, click the name of an existing pay template to edit it. If the change should take effect in the past's planning and reports, you can optionally choose an Effective Date to decide the first day on which the new settings apply. Click "Save" to save the adjustments you just made. Keep in mind that retroactive changes have no effect on already locked pay periods!

Deleting Pay Templates

If you are no longer in need of a specific pay template, click the trash bin iconto delete it. Note that this action cannot be undone. Keep in mind that retroactive changes have no effect on already locked pay periods! 

Assigning Pay Templates

You can assign a pay template to your employees. Usually, you will do this during the process of adding an employee to your TimeMoto Cloud.

If you want to assign a new pay template to an existing employee account or change their pay template, use the employee card to add or edit their details. To learn more about the employee settings, check out these interesting reads:

• The Employees Page (for adding new employees to your Cloud)
• The Employee Card (for editing details of existing employee accounts)

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Any questions?
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