Setting up legacy Replicon timesheets

Before releasing the current version of Replicon, we offered another 'legacy' version that some customers still use. This legacy version is in some ways exactly like the current version, but it also differs in some ways.

The content below applies solely to legacy timesheet formats. See the note in each section intro for information on equivalent features in the latest version of Replicon.

Setting up timesheet templates

A timesheet template is a group of timesheet settings that is assigned to users. Each timesheet user must be assigned a timesheet template in their user profile before they can record time they spent working.

Templates allow you to manage different settings for different types of users. For example, you might want to allow only a certain set of users to enter time against projects. In this case, you could create a timesheet template with project options enabled, and assign it to that set of users.

Default timesheet templates are available that you can use or edit to meet your requirements. You can also create as many new templates as you need.

What timesheet formats are available?

When you create a template, you may need to choose which timesheet format to base the template on. The available formats depend on when you started using Replicon.

Standard

Users enter the duration of time they worked on each task or activity, each day.

Users can enter time in the web application or the Replicon Mobile app.

In/Out

Users enter the time they started and stopped working on each task or activity throughout the day. Can also be configured for clocking in and out.

Users can enter time in the web application or the Replicon Mobile app.

Adding a timesheet template

To add a timesheet template:

1. Go to Administration > Timesheets > Timesheet Templates.
2. Click Add Timesheet Template.
3. Enter a template name, and select a timesheet format – either Standard Timesheet or In/Out Timesheet.

4. Select or deselect timesheet options, as desired.

5. Click Add.

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Standard and In/Out timesheet template options

You can now assign the template to users in the Timesheets section of the user profile.

When adding a timesheet template using the Standard or In/Out formats, you'll need to choose which format to use and set the options in the template. Once the template is created, you can assign it to users in their user profile.

Should we use the Standard or In/Out format?

There are actually three types of timesheets that can be created using the Standard and In/Out formats:

The following diagram may help you decide which of these formats to assign.

About the timesheet options

After choosing your format, set the options in the template based on your requirements. Each option is outlined below.

FAQs

Why don’t my timesheet template changes appear in the timesheet?

Changes you make to a timesheet template are only reflected in timesheets that are generated after you make the change. If you need a change to apply to an existing timesheet, you’ll need to delete and regenerate it.

What happens if we edit a template that is already assigned to users?

The new template settings will take effect for any timesheets that are created in the future. Any existing timesheets will be unaffected.

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Creating overtime rules

Overtime rules define under what conditions and at what rate employee overtime is paid. They can also be used to specify whether or not overtime should be banked.

Your company's overtime rules are based on internal organizational policies regarding overtime and the laws and requirements of your jurisdiction.

You can add as many overtime rules as you need, or use or edit any of the default rules available in the system.

Adding an overtime rule

To add an overtime rule:

1. Go to Administration > Pay Codes and Policies > Overtime Rules.
2. Click Add Overtime Rule.
3. Give the rule a name, and select the time off types you would like included in the overtime calculations for this rule.
4. Select an overtime rule template, and set up the conditions under which overtime will be paid when this rule is assigned.
5. Click Save.

You can now assign the overtime rule to users in their user profiles.

Including time off in overtime calculations

You can choose whether time off entered by users is included when calculating an overtime rule, and which time off types are included. Whether or not you include overtime depends on your organization’s policies.

Example of including overtime

You create a weekly overtime rule in which any time worked over 40 hours in a week is considered overtime, and all time off is included in calculations.

If a user assigned this rule takes 8 hours of vacation, then works 34 hours during the remainder of that week, they will net 2 hours of overtime (34 + 8 = 42 hours), since the time off they took was included.

About overtime rule conditions

Conditions of an overtime rule determine:

• Which hours qualify as overtime
• At what rate (pay code) overtime for the condition will be paid
• Which overtime hours should be banked

What options are available depends on the template you are using. Many of the templates support multiple conditions.

About the overtime rule templates

Templates dictate what type of conditions you can create in a rule, and how pay is calculated based on those conditions.

Simple rules

Bi-Conditional rules

All of the Bi-Conditional templates are used to create rules with two overtime conditions: a Daily condition and Work Week condition.

Complex rules

FAQs

What is straight time, as referred to in the California Overtime and Bi-Conditional Rule - OR (Apply both conditions) templates?

For information about straight time, refer to the What is straight time? topic.

What is seventh consecutive day, as referred to in the California Overtime and Best-Of templates?

Seventh consecutive day overtime applies to hours worked on the seventh day of the employee’s work week, if they worked all six preceding days. All seven days must fall within the user's assigned work week.

How does a user know they’ve earned overtime?

Once an overtime rule is assigned, Replicon calculates overtime hours each time the user saves or submits their timesheet. The last calculated number of overtime hours is displayed on the upper, right-hand corner of their timesheet.

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Overtime rule scenarios

Use the overtime rule templates to create overtime rules that match your organization's policies. Refer to Creating overtime rules for a description of each template.

Examples of each of the available templates are given below.

• Single Condition Rule
• Daily Overtime Rule
• Weekly Overtime Rule
• Bi-Conditional Rule - OR (Apply both conditions)
• Bi-Conditional Rule - OR (Apply condition that yields the highest pay)
• Bi-Conditional Rule - AND
• California Overtime Rule
• Best-Of Overtime Rule

Single Condition Rule

An employee is paid $30/hr. In one week, they work for 44 hours.

If they are assigned a Single Condition rule with the condition given below, they would be paid as outlined below.

Therefore, the employee would be paid $180 in overtime pay that week.

Daily Overtime Rule

Example 1

An employee is paid $30/hr, and has Saturdays and Sundays off.

In one week, the employee works for 8 hours from Monday to Thursday, works 10 hours on Friday, and works 8 hours on Saturday.

If they are assigned a Daily Overtime rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $570 ($90 + $480) in overtime pay that week.

Example 2

An employee is paid $30/hr, and has Saturdays and Sundays off.

In one week, the employee works 10 hours on Monday, but 8 hours every other day. If they are assigned a Daily Overtime rule with the conditions given below, they would be paid as outlined below.

Monday is the only day on which they worked overtime. Since Condition 2 yields the greatest pay for Monday, that is the condition that applies, and the employee would be paid a total of $90 in overtime pay that week.

Example 3

An employee is paid $30/hr, and has Saturdays and Sundays off.

In one week, the employee works 14 hours on Monday, but 8 hours every other day. If they are assigned a Daily Overtime rule with the conditions given below, they would be paid as outlined below.

Monday is the only day on which they worked overtime. In this case, Condition 1 yields the greatest pay for Monday, so that is the condition that applies, and the employee would be paid a total of $300 in overtime pay that week.

Weekly Overtime Rule

An employee is paid $30/hr.

In one week, the employee works 43 hours. If they are assigned a Weekly Overtime rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $135 in overtime pay that week.

Bi-Conditional Rule - OR (Apply both conditions)

Example 1

An employee is paid $30/hr.

In one week, the employee works for 8 hours from Monday to Thursday, then works 10 hours on Friday, and 2 hours on Saturday.

If they are assigned a Bi-Conditional Rule - OR (Apply both conditions) rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $210 ($90 + $120) in overtime pay that week.

Example 2

An employee is paid $30/hr.

In one week, the employee works 10 hours on Friday, and 39 hours total for the week.

If they are assigned a Bi-Conditional Rule - OR (Apply both conditions) rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $90 in overtime pay that week. The are still paid for Condition 1 even though Condition 2 was not met.

Bi-Conditional Rule - OR (Apply condition that yields the highest pay)

An employee is paid $30/hr.

In one week, the employee works for 8 hours from Monday to Thursday, then works 10 hours on Friday.

If they are assigned a Bi-Conditional Rule - OR (Apply condition that yields the highest pay) rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid $120 in overtime that week, since the second condition yields more total pay.

Bi-Conditional Rule - AND

Example 1

An employee is paid $30/hr.

In one week, the employee works for 8 hours from Monday to Thursday, then works 10 hours on Friday.

If they are assigned a Bi-Conditional Rule - AND rule with the conditions given below, they would be paid as outlined below.

Therefore, since both conditions are met, the employee would be paid $90 in overtime that week.

Example 2

An employee is paid $30/hr.

In one week, the employee works for 10 hours on Monday, 8 hours each day from Tuesday to Thursday, and then works only 4 hours on Friday.

If they are assigned a Bi-Conditional Rule - AND rule with the conditions given below, they would be paid as outlined below.

Therefore, since both conditions are NOT met, the employee would be paid $0 overtime that week.

California Overtime Rule

An employee is paid $30/hr. They have a work week that runs from Sunday to Saturday.

One week, they work for 8 hours each day from Sunday to Thursday, and 12 hours on Friday, and 10 hours on Saturday.

If they are assigned a California Overtime rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $1050 ($90 + $120 + $720 + $0 + $120) in overtime pay that week.

Best-Of Overtime Rule

An employee is paid $30/hr. They have a work week that runs from Sunday to Saturday.

One week, they work for 8 hours each day from Monday to Wednesday, and 10 hours on each day from Thursday to Saturday. The Friday of the week is a holiday.

If they are assigned a Best-of Overtime rule with the conditions given below, they would be paid as outlined below.

Therefore, the employee would be paid a total of $1020 (= $180 + $0 + $360 + $360 + $120) in overtime pay that week.

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Setting up overtime banking

• The benefits of overtime banking

• Overtime banking workflow

• About the setup options

• Setting up overtime banking

• Overtime banking examples

Users can be allowed to bank overtime hours instead of being paid for those hours. Banked time is accumulated against the Banked Time time off type, and can be used when booking time off.

Time is banked using the pay code factor defined in the user’s assigned overtime rule. For example, if overtime hours are paid out at 1.5x the normal rate, and a user works 2 overtime hours that they choose to bank, they will bank 3 hours.

The benefits of overtime banking

Allowing time banking can increase the amount of time off available to employees, and can potentially reduce the amount of overtime the employer has to pay. Banked time can be provided as a bonus, as a work incentive, or as an alternative to paid overtime.

Overtime banking workflow

1. A user enters overtime hours in timesheet, and saves it.
2. Depending on the setup option in effect, time is either:

• • • Banked automatically, or
    • The user must check the Bank Overtime Hours option to bank hours

3. The user can book time off with the hours they banked, using the Banked Time time off type.

About the setup options

There are three possible ways to set up time banking for a user.

Setting up overtime banking

To set up overtime banking for a user:

1. Ensure the default Banked Time time off type is enabled in your system, and that it is assigned to the user in their user profile
2. If you’re setting up Automatic banking, enable Bank if possible for one or more conditions in the user’s assigned overtime rule.

3. If you’re setting up User banking, enable the Choose whether to Bank Overtime Hours option in the user’s assigned timesheet template.

Assigning the Banked Time time off type

To enable the Banked Time time off type for a user:

1. Go to Administration > Employees and Organization > Users.
2. Select the user.
3. Select Time Off in the side menu.
4. Enable the check box next to Banked Time – Allowed.
5. Click Save User Time Off Settings.

Overtime banking examples

Automatic banking

You assign a user an overtime rule with a single condition, and select the Bank if possible check box for that condition:

Weekly hours worked in excess of 40 are paid at 1.5x the regular rate.

In the user’s timesheet template, the Choose whether to Bank Overtime Hours option is NOT enabled.

If the user enters 46 hours in their weekly timesheet, 9 hours (6 hours * 1.5x) will be marked as banked automatically.

User banking

You assign a user an overtime rule with a single condition, and DO NOT select the Bank if possible check box for that condition:

Weekly hours worked in excess of 40 are paid at 1.5x the regular rate.

In the user’s timesheet template, the Choose whether to Bank Overtime Hours option is enabled.

In their weekly timesheet, that user enters 46 hours.

If they select Bank Overtime Hours, 9 hours (6 hours * 1.5x) will be banked. If they deselect Bank Overtime Hours, 0 hours will be banked, and 6 hours will be paid at their overtime rate (1.5x regular).

Automatic + User banking

You assign a user an overtime rule that has two conditions:

1. Daily hours worked in excess of 8, but less then 10, are paid at 1.5x the regular rate
2. Daily hours worked in excess of 10 are paid at 2x the regular rate

You select the Bank if possible check box for Condition 2 only.

In a 5-workday timesheet period, the user works 53 hours:

• 40 hours at 1.0x
• 10 hours at 1.5x
• 3 hours at 2.0x

If they select Bank Overtime Hours, all overtime hours will be banked, using the correct rate:

= (10 hours*1.5x) + (3 hours*2x)

= 21 hours banked

If they deselect Bank Overtime Hours, only hours for the condition marked Bank if possible (Condition 2) will be banked, using the correct rate:

= (3*2x)

= 6 hours banked

The 10 hours worked at 1.5x will be paid out, meaning they’ll be paid for the equivalent of 15 regular hours automatically.

FAQs

Why weren't the user's overtime hours banked when I expected them to be?

Banking time is not possible if:

• The user has not been assigned the Banked Time time off type
• The user's maximum balance for that type has been reached

If time can’t be banked, it will be paid out as overtime.

Why don’t banked hours show up in the user’s Banked Time policy?

The user’s Banked Time policy can be used to make manual balance adjustments to their banked time balance. Time off that is accumulated through banking overtime is not reflected in this policy. To view how much banked time is available, check the user’s balance instead.

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Setting min/max hours that must be entered in a timesheet

Validation rules in our legacy products can define the minimum or maximum number of hours that must be entered in a timesheet before it can be submitted. Each validation rule can include multiple conditions that must all be met before timesheet submission. Each condition can apply to either a day, a week, or an entire timesheet period.

For example, you require employees to work:

• A minimum of eight hours each work day, and
• A maximum of 60 hours in a week

You can set up a validation rule that prevents users from submitting any timesheets that do not meet those two conditions.

Validation rules are assigned to users on the Timesheets page in user profiles.

Adding a validation rule

To add a validation rule:

1. Go to Administration > Timesheets > Timesheet Validation Rules.
2. Click Add Validation Rule.
3. Enter a name for the rule.
4. Click the Add button next to the Conditions field.

5. Select the time frame for which hours worked will be validated – either Day, Week, Work Week, or Timesheet Period.
6. Enter a number of hours to validate hours worked against, and select whether hours worked must be greater than, less than, or equal that value before the timesheet can be submitted.

7. Add additional conditions, if required, and then click Save.

About the condition time frame options

Creating a custom timesheet period validation rule

You can create a custom formula that calculates the value that hours entered in a timesheet will be validated against. The formula can be based on the number of days of a given type during the timesheet period or the hours worked on each type of day. Therefore, the maximum or minimum value users are required to enter can change from one timesheet period to the next, depending on how many days of each type occur during the period.

For example:

During a typical week, you require a user who works 8 hours per day to enter a minimum of 40 hours per week in a weekly timesheet period. But, in weeks when holidays occur, you want holidays to be excluded from that 40 hour value.

You could create a custom condition, as follows:

Hours entered in timesheet period must be greater than or equal to TotalPeriodWorkDayHours

In this case, if a holiday occurs leaving only 4 work days in a week, the user would only have to enter 32 hours (4 days * 8 hours per day) in their timesheet.

Adding a custom rule

To create a custom rule:

1. When creating a validation rule, select the Timesheet Period time frame option.
2. Select whether hours worked must be greater than, less than, or equal that value calculated using the custom formula.
3. Select the icon. The formula edit field will display.
4. Create a formula using the available fields and operators (for example, +, -, *, and /).

5. You can add fields by typing their names into the formula field or by placing your cursor in the position where you would like the field to display, and clicking the field name link.
6. Click OK.

Fields available for use in custom validation rules

FAQs

Do validation rules include time off hours?

Validation conditions do include time off hours. That is, time off hours are counted as part of the total hours required for successful timesheet validation.

For example, Jill's validation rule requires her to enter at least 40 hours per week. If she enters 32 working hours, and 8 time off hours in a week, that timesheet would meet her validation rule.

Is it possible to approve timesheets that don’t meet a the owner's validation rule?

Cost, billing and payroll managers with Force Approve/Reject permission for timesheets can submit and approve timesheets that do not meet the validation rules assigned to the user.

Why aren't minimum hours validation options (Greater than, Greater than or equal to, or Equal to) available for work week rules?

Since work week validation is relative to the user's work week, and not their timesheet period, the timesheet period may begin or end part-way through the validation work week. The restriction against validating for minimum hours helps prevent failed validations during partial weeks, when users are unlikely to enter enough hours to pass minimum hours validation.

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Related topics

Time tracking setup checklist
How Replicon and Polaris timesheets work
Deleting and regenerating a timesheet
Does Replicon record an audit trail of changes?
The Timesheet tab is missing for a user