Overtime rates

Where is it? Practice > Overtime rates

Create an extra overtime rates required for timesheet entry by your staff. Different overtime rates can be created to track the different levels of overtime pay like double time, time and half, or no additional pay. Control the internal cost for the overtime rate, and the on-charge rate to your client using the factors. The factor will mark up the rate from the standard value.

Add an overtime rate by:

1. Click under Rate and type a value such as 2 for double time or 1.5 for time and a half.
2. Type a description.
3. Save.

When an overtime rate has not yet been used in Synergy you can delete the record. If it has been used on a staff timesheet, or attached to a staff record as an available overtime rate then it cannot be deleted. In these cases make the overtime rate inactive instead to stop future use of the item.

Delete an overtime rate by:

1. Select the overtime rate in the list.
2. Click the delete button in the toolbar.
3. Click Yes on the pop-up to confirm the deletion.
4. The list refreshes and the overtime is removed from the list.

Change an overtime rate to be inactive when you want to stop it being used in the future. If an overtime rate has been used on a staff record or in staff timesheets, then it cannot be deleted and must instead be made inactive.

Change an overtime rate to be inactive by un-checking the 'active' box in the list, and the clicking the save button.

The description field for the overtime rate name requires a unique value. Therefore if you need to re-add the overtime rate again with the same name it is suggested to re-name the older rate to something else, so the name can be re-used when you enter the rate again with different charge/cost factors. Remember that new rates added need to also be added to the staff records before your team can use them in timesheet entry.

Overtime rates list defaults to show all the items that are active and available for use. The list filter is in the top right corner, and the items available are:

1. Active - Only the overtime rates that are available for use in Synergy are shown in the list. This is the default list filter.
2. Not Active - These overtime rates are cannot be used any longer in staff timesheet. Use this filter to see the previously used overtime rates.
3. All - The all filter will show both active and not active overtime rates.

Track how many extra hours your work each day using overtime rates. Overtime can be entered in your timesheets for extra hours worked on Project tasks or internal <Office> tasks.

The overtime rates setup in your system can either increase the charge-out value of the work to your client, or increase the cost of you completing the work. Samples of overtime rates are:

• Double time - used for extra hours on public holidays or extra hours on Sundays. Mostly setup to double the cost (2.0) and double the charge out value (2.0).
• Time and half - used for common overtime hours. Mostly setup for both cost and charge-out value to be x 1.5 the standard value.
• Overtime with no extra charge - extra hours were worked, but no extra pay will be given for this as the staff member is on salary and not paid overtime. This type of overtime rate would be used for reporting purposes, and have charge out set to 1 to still invoice the client for the work. The cost in this case would be set to 0, as the staff member did this work as unpaid overtime (part of their salaried position project commitments). NEW 4.9.2 and 4.9.3

How to enter overtime hours - example

If overtime rates is NOT enabled in Synergy, then you will enter your timesheet hours as below.
This example shows that the staff member worked 2 hours overtime.

The above timesheet entry is for 10 hours - however the staff member should work only 8.  2 hours needs to be allocated as overtime.

If overtime is enabled in the system, you will be able to select which overtime rate to apply to the entry from the drop down list.

When you work on the same timesheet task for both 'standard' hours and 'overtime' hours, then you will need to enter this as two timesheet entry rows.

The time and expenses tab for the project shows each overtime entry with a checkmark and which overtime rate was selected. This makes it easy to see in the project, or your transaction reports the details of the overtime rates.

1. LockedNEW 4.9.2 and 4.9.3The default overtime rate of 'standard' is locked and cannot be changed. All other overtime rates are 'custom' and can have the description changed if required.
2. Charge FactorThe multiplier used to calculate the chargeable value of the overtime transaction. Type a whole number like 2 to double the value, or use up to 2 decimal places in the factor. A factor of zero is also supported. i.e. a charge factor of 2 will multiply the default chargeable rate $200 per hour by 2, which equals an overtime charge of $400 per hour. Or a factor of 1.5 will add 50% to the charge rate, to equal $300 (for the default value of $200).
3. Cost Factor NEW 4.9.2 and 4.9.3The multiplier used to calculate the cost value for the overtime transaction. Type the number like 2 to double the cost, or use up to 2 decimal places in the factor. A factor of zero is also supported. i.e. a charge factor of 2 will multiply the rate cost $150 per hour by 2, which equals an overtime cost of $300 per hour. Or a factor of 1.5 will add 50% to the charge rate, to equal $225 (for the default value of $150).
4. DescriptionThe name for the overtime rate that will appear for staff in the drop down list when entering timesheets, and when viewing transactions in the project or reports.
5. ActiveWhen this field is checked the overtime rate is active and can be used for future timesheet entry. Overtime rates that are inactive (unchecked) cannot be used on future timesheets entries.