Tracking Overtime

There may be scenarios under which you need to or want to track overtime. Perhaps overtime needs to be tracked should a staff member log anything above 40 hours per week, or just if you exceed the time you estimated on a particular Job. Review this article to learn more about how you can configure the tracking of overtime in your fp. system.

Turn Overtime ON in the Admin Area

Turn Overtime ON in the Admin Area

From the Admin menu choose System Set Up > System Preferences.

Choose the tab called Work. Here tick the box beside either or both of these buttons, depending on your preferences:

  • Overtime on Bill Out Rate - This will apply an overtime multiplier to the Bill Out Rate of your Estimates/ Jobs.
  • Overtime on Cost Rate - This will apply an overtime multiplier to the Cost Rate (what it costs you to pay your staff member) on your Estimates/ Jobs.

Click Submit to save any changes.

Please note that once you pick one or both of these options, and save the change, it will change the look of the Timesheets module for all users. An "Apply Overtime" option will now show on the Timesheet tile. However, you will only be able to apply Overtime to Jobs that have Overtime associated (see next steps).

Set the Multiplier(s)

Set the Multiplier(s)

Overtime is calculated by multiplying with Bill Out Rate, and/ or Cost Rate, by a number of your choosing - ie. x 2 or x 3. To create one of more multipliers, go to again to Admin > System Set Up > List Maintenance.

Choose the list named Overtime Multiplier on the left side of the page. This will populate the edit area on the right.

Use the Add New button to enter more multipliers as you see fit - for example, 2.00 will multiply the rate by 2, 3.00 will multiply the Rate by 3 etc.  Click Save when done. Note that the multiplier of 1 is there by default, and cannot be deleted. Also please note that you cannot associate a certain multiplier to a particular Company or Job.

Associate Overtime to a New Estimate/ Job

When adding a new Estimate, you will now see the option to apply overtime to the Bill Out Rate and/ or Cost Rate - depending on the selections you made back under System Preferences.  

Associate Overtime to a Current Estimate/ Job

If you have current work to which you want Overtime to be optionally applicable, you'll need to edit the Estimate for that Job. Navigate to the Estimate, and choose the Basic Info tab. Click Edit Details.  

The Apply Overtime To option is now selectable. You will see a tick box for Bill Out Rate, and/ or Cost Rate, depending on what you selected under System Preferences. Click Submit to save any changes.

Tracking Time

Tracking Time

When you track time to a Job that has "Apply Overtime" associated to it, you will be able to select a multiplier on the Timesheet.  The multiplier options I see, are based on what I set back in List Maintenance.

Over on the related timesheets for this Job, I can see that my 1 hour of time, at the Bill Out Rate of $120, has been doubled to make this time have a value of $240.

Should you track time to a Job that does not have "Apply Overtime" associated to it, you will not be able to select a multiplier when you track time.

We welcome your questions or concerns about using overtime, or any other aspect of the system: support@functionpoint.com

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