Overtime Hours - HRS3300

Payroll > Maintenance > Hours/Pay Transmittals > Ovtm Hours

This tab is used to create and maintain the overtime hours transmittal records for overtime hours worked by an individual employee. The district has the option to use the default overtime object code from District HR Options or the object code of the budget codes. The system uses the overtime hours is defaults set on the Create Hours tab, unless other values are entered on the current tab. Note that transmittal records cannot be changed after a payroll has been run.

Note: Entries on this tab are not processed when selecting Supplemental Payroll on the Run Payroll process page. They are only processed with regularly scheduled payroll processing.

Change overtime hours:

❏ Under Retrieval Options, enter any of the following criteria:

Field Description
Pay DateClick Drop-down Arrow to select an unprocessed pay date. This field must be populated to retrieve any eligible employees.
DepartmentType the correct department code, or leave blank to select all.
CampusClick Drop-down Arrow to select a campus code.
Job CodeClick Drop-down Arrow to select a job code.

❏ Click Retrieve. The selected employee information is displayed in the grid area and the free form area at the bottom of the tab.

The Emp Nbr and First/Middle/Last Name fields display the employee's information from the Maintenance > Staff Demo > Demographic tab.


Job CodeDisplays the code for the employee's job assignment. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab.
Ovtm RateDisplays the overtime rate for the employee that was assigned on the Maintenance > Staff Job/Pay Data > Hourly/Substitute tab.
Account CodeType an account code against which the employee's overtime pay is charged. As the user types the data, a drop-down list of corresponding account codes is displayed. Select an account code.
Ovtm HrsType a new value for overtime hours the selected employee can work.
Ovtm AmtThis field is equal to Ovtm Hrs x Ovtm Rate.
Ovtm Code for W/CDisplays the code used to calculate the employee's overtime for workers' compensation. The system is set to 1 (time and a half of regular pay). Click Drop-down Arrow to select a different code to apply to the employee's record.
Actual Hrs

Type the number of actual hours worked for the variable hour employee. The actual hours worked value can be a negative or positive number.

Notes:

The requirements for determining the actual hours worked by an employee should be defined by an LEA policy.

The Ovtm Amt field and the Actual Hrs field values must reflect the same sign (+/-).

Positive actual hours are added to the total hours and negative actual hours are subtracted from the total hours.

Actual DateType the actual date that represents the pay period as defined by district policy in the MMDDYYYY format for employees with pay type 3 or 4.
ReasonType a description of the transaction. The reason can be a maximum of 30 characters.
Work CompClick Drop-down Arrow to select the workers' compensation code that applies to this employee (e.g., A, B).
Grant CdAutomatically populated based on the grant code associated to the fund as defined on the Salaries > Fund to Grant tab.
Expense 373Select if the employee is eligible for the expense 373 state minimum expenditure. Otherwise, leave blank.
Suppl TaxSelect to cause the amount to be taxed at the supplemental tax rate rather than the regular tax rate. This applies to the taxable amount only. Otherwise, leave blank.
CampusDisplays the number of the primary campus where the employee is assigned. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab.
DeptDisplays the department code where the employee is assigned. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab.
Pay TypeDisplays the type of pay for the selected employee. This code is assigned on the Maintenance > Staff Job/Pay Data > Job Info tab.
Pay RateDisplays the employee's hourly pay rate from the Salaries table.
User IDDisplays the name of the employee who last changed and saved the employee record.

❏ Click +Add to retrieve another employee. A new row is added with the cursor in the Emp Nbr field.

Emp Nbr

Type the employee number. Or, click Directory to perform a search in the Employees directory.

❏ Click Duplicate Selected to duplicate overtime hours transactions for all employees highlighted for future pay dates. The link displays after you click +Add or after existing transactions are retrieved. The Pay Dates pop-up window opens with a list of available pay dates from the pay date table.

❏ Click Save.

❏ Click Duplicate All to duplicate overtime hours transactions for all employees listed for future pay dates. This link displays after clicking on +Add in the grid or after retrieving existing transactions. The Pay Dates pop-up window is displayed with a list of available pay dates from the pay date table.

❏ Click Save.

❏ Click Unselect All to unselect all highlighted employees. The link displays after you click +Add or after existing transactions are retrieved.

Other functions and features:

Retrieve

The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.

Trashcan Icon

Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.

Click Save.

PrintClick to print the report. Review the report.