Create Custom Overtime Rules

This article provides guidance on creating, editing, and utilizing custom Overtime Rules in Avionté, allowing for tailored overtime calculations to meet specific business requirements. Overtime Rules can be configured to apply system-wide or restricted to specific countries and states/provinces, ensuring users see only relevant options during manual job creation.

This article also covers the permissions needed to access and manage these rules, default rule configuration, template behavior, and instructions for applying custom rates in specific scenarios for accurate compensation processing.

Key Takeaways

• Avionté allows users to create, edit, and utilize custom Overtime Rules to tailor overtime calculations according to specific business needs.
• Overtime Rules can be configured as system-wide or location-specific based on country and state/province, automatically filtering options during manual job creation based on the job's location.
• A system-level default OT Rule can be configured to provide a preferred default selection when a Company Default OT Rule does not apply. A system-level Default Rule cannot have locations configured.
• Job templates containing Overtime Rules will bypass location filtering logic, and administrators should review templates to ensure appropriate rule assignments.
• Back Office Manager permission for Custom Overtime Rules can be granted through the Account & Settings section, enabling designated users to manage and apply these rules effectively.
• Custom Overtime Rules not only streamline overtime calculations but also offer the flexibility to set custom rates for specific scenarios, ensuring accurate compensation processing for candidates in various work situations.
   

CHAPTERS

Permissions
Create or edit custom Overtime Rules
Overtime Rule Selection During Job Creation
Custom Rates (1-time scenarios)

Permissions

To give access to Users to select the custom Overtime Rules

1. Click on Account & Settings
2. Click on User Accounts
3. Go to the User's profile
4. Click on the Edit Access button
   
   
    
5. In the Back Office Section
   1. Click the Back Office Manager checkbox
      
      
       
6. Click the Save button
   
   
   1. Recommend having the User log out and log back in to see the new permissions

Create or edit custom Overtime Rules

1. Click on Back Office tab
   
   
    
2. Click on Create and Edit Overtime Rules Tile
   
   
    

3. To create a new one, ensure that New Rule is selected
   
   

   1. Enter a 'Rule Name' for the new custom Overtime Rule
   2. (Optional) Designate this rule as the system default:

      1. Check the Default Rule checkbox to designate this rule as the system default

         Note: Only one Overtime Rule can be designated as the System Default at any given time. The system default checkbox is at the top of the rule creation page.

         Important: If an Overtime Rule is marked as "Default Rule," you cannot configure location filters for that rule. The Country and State/Province dropdowns will be disabled.

         

         

   3. (Optional) Configure location settings for non-default rules:
      1. Use the Country dropdown to select the country where this Overtime Rule applies
      2. Use the State/Province dropdown to select the specific state or province where this rule applies
      3. Leave both fields blank to make the Overtime Rule available system-wide across all locations

   

   Note: When creating or editing a job manually in BOLD, the Overtime Rule dropdown automatically displays only rules that are configured as system-wide or specific to the job's location. This filtering works similarly to how Workers' Compensation codes appear based on the job's location. Location filtering does not apply to jobs created via Job Import or API.
   
   If you mark an existing rule with location configuration as the Default Rule, the system will display a warning that the location configuration will be removed when you save.

4. Turn 'On' any custom settings: Overtime, Double-time, Overtime Week and 7th Consecutive Day
   
   

   1. On the 7th consecutive day of work in a single work week, we calculate:

      Overtime for the first 8 hours worked, and Double-time for all hours worked in excess of 8. 

      Note: No overtime pay is calculated for the 7th consecutive day of work in a single work week when the total hours of employment during such work week do not exceed 30 hours and the total hours of employment in any one workday thereof do not exceed 6. 
5. Add rates as needed
6. Click Save
    
7. If you want to edit an existing one, choose it from the Drop Down menu on Select a Rule
   
   
   1. Then make any necessary changes 
   2. Click Save
      
      

Overtime Rule Selection During Job Creation

When creating jobs manually in BOLD, the Overtime Rule dropdown follows specific defaulting logic to ensure the most appropriate rule is selected:

Template-Based Selection

• If you select a job template that contains an Overtime Rule, that rule will appear in the dropdown even if its location configuration doesn't match the worksite location
• Locked templates will prevent you from changing the Overtime Rule
• Unlocked templates allow you to select a different Overtime Rule with relevant location configuration

Note: Templates containing Overtime Rules bypass location filtering logic. Review Company-level Custom Job Order Templates to ensure they don't force an Overtime Rule with location configuration that isn't relevant to all intended use cases.

Default Rule Hierarchy

When no template with an Overtime Rule is selected, the system follows this priority order:

1. Company Default Overtime Rule: If the Company record has a default Overtime Rule configured and it's compatible with the job's worksite location, it will be selected
2. System Default Overtime Rule: If no Company Default is set or the Company Default isn't compatible with the worksite location, the System Default Overtime Rule will be selected
3. First Available Rule: If no System Default is configured, the dropdown defaults to the first Overtime Rule in the list of available rules

Location Filtering

Once a worksite address is selected, the Overtime Rule dropdown filters to show only rules that match the worksite's location configuration or system-wide rules.

Custom Rates (1-time scenario)

• Start a candidate on a position
• When entering the details, select whether there is overtime and then select the overtime rule from the drop-down.
• If there are custom overtime rates, select the checkbox's and then fill in the overtime and double overtime fields. 

Note: that if Custom Rates is selected, the custom rate will override the overtime rule. 

• Once the rules or custom fields are entered, they will automatically be applied when processing bill and pay.