9.1 Pay Groups/Profile
Pay Groups
The pay group assigned to an employee will make the calculations on the Daily Summary (Period Totals), to produce the Pay Totals.
Profile
A pay group may be set as one of four types of period: Weekly, Biweekly, Monthly and Dynamic.
Weekly - calculates Pay Totals for a seven day period, starting on the day selected in the ‘Start Date’. The day of week selected will be shown in the ‘Start Day of Week’ (the day of month selected here is irrelevant for Weekly pay groups).
Biweekly - works in a similar fashion to the Weekly pay group, except that it runs for fourteen days, and the ‘Start Date’ selected will indicate the beginning of the Biweekly period only. (In this case the day of month is important.)
With the Monthly pay group, JT will start the pay period from the day of the month selected in the ‘Start Date’. The actual month and year for this ‘Start Date’ is irrelevant. With monthly pay periods, each month has a different number of “Monday to Thursday” days and a different number of “Friday” days (which often have less target NT). This creates a problem when deciding what the minimum amount of NT should be, before taking from OT. To solve this problem, you can implement the Sum of Daily method by using the standard ‘Target Time’ option, which scans through all of the days in the month (according to the pay group start date), summing up all of their target times. JT will use this total as the minimum amount of NT (or any other time category) to use in the calculation, before taking time from OT.
If Monthly with Weekly Rules is enabled, JT will calculate the overtime on a Weekly basis with the period being Monthly. The monthly totals are calculated and shown in reports and exported using the file export.
Being a monthly period starting on the same day of the month each month, you will have incomplete weeks (not a full seven days) at the beginning and end of the month. JT calculates pay totals for the first incomplete week based on the results from the full week which started in the previous month.
To calculate this first “incomplete” week’s pay totals, JT uses the period totals (Sum of daily totals) from the incomplete week at the end of the previous month together with the remaining days at the beginning of the current month. This now makes a full week, so JT can calculate the pay totals using the pay group rules for this “split” week. Then JT will deduct the amount of time worked (already paid to the employee) from the incomplete week at the end of the previous period from these pay totals, resulting in the new pay totals.
Each full week is calculated as normal by applying the weekly pay group rules. JT will add the split weeks’ pay totals to all of the full weeks’ pay totals and then finally add the period totals for the last few days of the incomplete week to produce the Monthly pay totals.
If this option is being used, when viewing the Daily Summary window the context menu that appears by right-clicking anywhere within the window contains an option allowing a view of Monthly with Weekly Rules.
If ‘Flexi Time’ is enabled, JT will transfer any time (selected in the ‘Carry over limits’) which is greater or less than the ‘Required Time’ to the next period. JT will only transfer the ‘Maximum‘ amount of excess time to the next period, and similarly only transfer the ‘Minimum’ amount of lacking time, as set in the ‘Carry over limits’. The required time may vary if the period type is monthly, in this case the use of ‘Sum of Daily’ target time may be necessary. In the summary view and reports JT then shows the results of the flexitime calculations per period as follows:
- Brought Fwd - The amount of time that has been transferred from the previous period’s ‘Carried forward’ amount (initial balance of flexitime). Note that this value can be worked with in a pay group rule or formula if required.
- Worked Hours - The actual amount of time worked in the period before applying any flexi time rules.
- Closing Balance - The amount of time calculated after adding the ‘Worked Hours’ to the balance brought forward amount.
- Lost Time - The amount of time worked which exceeds the allowed limit, for carrying over to the next period.
- Carried Fwd - The amount of time which will be transferred to the next period, calculated from the difference between the ‘Closing Balance’ and the ‘Required Time’.
- Set the Start Date (if monthly) or Start Day of Week (if weekly) according to the pay period.
If you wish to round all Pay Totals you can select a Roundings group from the Use drop-down menu. Alternatively Pay Groups can apply Roundings rules on selected time categories via formulas.
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