APPLY WEIGHTED AVERAGE RATES TO TIMESHEETS

The U.S. Department of Labor Employment Standards Administration Wage and Hour Division states that:

”Unless specifically exempted, employees covered by the Act must receive overtime pay for hours worked in excess of 40 in a workweek at a rate not less than time and one-half their regular rates of pay . . . Where an employee in a single workweek works at two or more different types of work for which different straight-time rates have been established, the regular rate for that week is the weighted average of such rates. That is, the earnings from all such rates are added together and this total is then divided by the total number of hours worked at all jobs.”

This information originates from the following website: http://www.dol.gov/whd/regs/compliance/whdfs23.htm.

Weighted average rate is a rate that is calculated by adding the labor amount from several timesheet lines and dividing that sum by the total number of hours from those timesheet lines. This concept is critical for employees who perform contract work, where different pay rates are assigned to different projects.

You can determine and apply weighted average rates based on screen settings and the rules assigned to the Timesheet Cycle on the Configure Weighted Average Overtime Settings screen.

Only employees whose pay class and FLSA Exempt status match one of the selected pay class/FLSA exempt status combinations from the Configure Weighted Average Overtime Settings screen are selected for processing.

This program gives you the option of processing all unposted timesheets when recasting the overtime premium. If this utility finds a posted timesheet for which a new weighted average rate must be applied, it generates a warning report notifying you that the Create Retroactive Timesheet Adjustments utility needs to be executed.

You can apply weighted average to all unposted timesheets for the login company or just one Timesheet Cycle/Timesheet Period combination.

If this application finds a posted timesheet to which a new weighted average rate must be applied, it generates a warning report notifying you that the Create Retroactive Pay Timesheets utility needs to be run. The report includes the Employee ID, Timesheet Date, Sequence Number, the Timesheet Type that needs to be processed, and the Period Start and End Dates.

If you are using this screen, you cannot use the Allocate Compensated Overtime Across Timesheet Lines and the Delete Allocated Compensated OT from Timesheet Lines screens.

Run this screen after entering regular timesheets but before processing them to Payroll, computing leave, or posting them to the General Ledger. This screen recomputes only R-Regular, D-Replacement, and L-Labor-Only timesheets; other timesheet types (Correcting, Bonus, and so on) are not processed. If you are also using the Recast Overtime Premium to Timesheet Lines utility, you must run it after this utility. If you do not run this utility program first, the correct overtime premium amounts are not recasted for hourly non-exempt employees.

Location

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Timesheet Cycle

Use this group box to select the timesheet cycle or cycles you want to recompute.

Option

From the drop-down list, to select the range of timesheet cycles you want to process. Valid options are:

Start

If you did not select All timesheet cycles, you must enter, or click to select, a timesheet cycle here. Entering a value here enables the Timesheet Period and Weighted Average group boxes.

Only employees whose pay class and FLSA exempt status match one of the selected pay class/FLSA exempt status combinations from the Configure Weighted Average Overtime Settings screen are selected for processing.

Timesheet Period

If the Timesheet Cycle you entered has a Period Type of Timesheet Period on the Weighted Average Overtime Setup screen, you must use this group box to enter the start date and end date of the timesheet period you want to process. displays the start dates and end dates of all valid timesheet periods.

Option

This field always displays Range.

Start

Enter, or click to select, the start date of the timesheet period you want to process. After you select the date, the application automatically enters the end date in the End field for this timesheet period.

End

Enter, or click to select, the end of the timesheet period you want to process. If you did not enter a date in the Start field but enter an end date here, the application automatically inserts the start date for this timesheet period in the Start field.

Weighted Average

If the Timesheet Cycle you entered has a Period Type of Weighted Average Period on the Weighted Average Overtime Setup screen, you must use this group box to enter the start date and end date of the timesheet period you want to process. displays the start dates and end dates of all valid timesheet periods.

Option

This field always displays Range.

Start

Enter, or click to select, the start date of the timesheet period you want to process. After you select the date, the application automatically enters the date in the End field for this timesheet period.

End

Enter, or click to select, the end of the timesheet period you want to process. If you did not enter a date in the Start field but enter an end date here, the application automatically inserts the start date for this timesheet period.

If the Period Type assigned to the Timesheet Cycle is Weighted Average Period on the Weighed Average Overtime Setup screen and weighted average is processed for a period, the weighted average period’s Processed flag in the Weighed Average Periods table is set to Y (Yes).

Sort By

1st Sort

This field always displays Employee ID.

Process

Click and select Apply Weighted Average Rates to begin the recomputing process. You must have already printed the report (while still in this screen) to enable this option.

Process/Print

Click and select Print/Apply Weighted Average Rates to print the report and then continue immediately into the recomputing process.

Special Hints

There are several important timing and processing considerations when using this program: