Pay Rules, Timesheets, and the Payroll Export

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  • Problem
  • Updated 2 years ago
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We have a nightly feed from our HRIS that enters all New Hires for us as of their hire date.  This causes all dates to match their hire date which is not always the first day of the timesheet period.  We have recently found out that if the Pay Rule which calculates overtime is not the first day of the timesheet, the Pay Rule will not be applied and therefore no overtime will be calculated according to the state laws.  The payroll export is pulled from the timesheet which is now incorrect because the Pay Rule was not properly applied.  We now have to go into every New Hire and change the Pay Rule date to match the first day of the Timesheet. That negates the reason for the nightly feed from our HRIS to automate that task for us.  I have no idea why the programmers would think this logic makes sense, but It needs to be corrected. I cannot have employees overtime paid incorrectly as that is against the law.
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Kathy Piggford

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Posted 2 years ago

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Isaiah Madem, Community Moderator

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Hi Kathy, 

Thank you for using Replicon Community.

With reference to the above query, using a start date on the new hire employee's user profile should resolve the issue.



Specifying a start date on the user profile will restrict the timesheet to generate in advance, moreover, the overtime rule will be applied on the timesheet though it is not the first day of the timesheet, provided the user profile has the start date specified.





Please do let me know if this answers your questions.

Regards,

Isaiah Madem
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Kathy Piggford

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Hi Isaiah,

Thank you for this response.

We do use the start date and the timesheet is generated appropiately.  The issue is the date for the Pay Rule on the Payroll tab of the Users profile.  The nightly feed sets it to the Start Date i.e. August 22, 2016.  But the timesheet starts on August 16, 2016.  So the Pay Rule (dated August 22) will not apply to that timesheet because it didn't start on the same day as the timesheet (August 16), even though you cannot enter time for that employee before August 22 because they were not hired yet.  

It is in the logic of how the Pay Rule is applied to the timesheet that is causing the anomoly in the timesheet calculations.  The logic states that the Pay Rule date has to be before or on the same day of the timesheet start date.  That needs an addendum to say also check the Start Date in the User Profile and if it is in the middle of the Timesheet apply the Pay Rule.

We have a manual work around where we go in and change the Pay Rule date to the first day of the Timesheet, but that can leave room for errors and people being paid incorrectly.  

Thanks,
Kathy
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Isaiah Madem, Community Moderator

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Hi Kathy, 

I am working with the customization team to change the logic for the user Pay rule assignment effective date to "Initial Pay Rule" for new hires. I will update you soon after I get a confirmation that this can be changed on the nightly feed.

Thank you.

Isaiah Madem