Premiums

This option is used for employers who sometimes want to pay higher rate to employees who work particular shifts or times of the day.

Example:- Employees working the 11 pm to 7 am a shift might receive a higher rate of pay than employees who work other shifts. This is accomplished by setting up premium records that define time ranges during the day when employees are paid at a high rate.

Prerequisites

  • A business requirements and or functional requirements document specifying the award conditions must be completed and approved.
  • Daily Rules must be set up.

Rules and Guidelines

  • A premium time range by defining a start date and time and stop date and time for the premium pay rate is defined.
  • Each premium record is tied to a Daily Rules profile, which can have an unlimited number of premium records.
  • If premium time ranges overlap, an employee can accrue hours only for higher priority premiums or for all premiums for which they qualify, based on how the flags on the premium record is setup.
  • The employee accrues hours on the premium with the highest priority.
  • If the Premium Hours Reduce Regular Hours field is checked, or
  • If the Premium Hours Reduce Hours field is unchecked, but the Bypass Premiums with Lower Priority field is checked.
  • The employee accrues hours under all premiums for which they qualify.
  • If the Premium Hours Reduce Regular Hours field is unchecked and the Bypass Premiums with Lower Priority field for all premiums the employee qualifies for, is also unchecked.
  • After premium time records have been setup, they can be used over for future times by entering a value in the Number of Days to Roll Premiums Forward field on the Daily Rules Profile and checking Roll this Premium to Next Pay Period for each premium that is to be rolled forward.

Field Information

The starting date and time for the premium time range.

  • The start date and time fields cannot be changed.
  • To change the start date and time is to delete the premium record and re enter.

 

The stop date and time for the premium time range.

  • Any time that falls between the start and end date and time will be paid at the specified premium rates.

Defines the priority of the premium.

  • The highest priority that can be assigned is A, the second highest is B etc.
  • The value of the Priority Code field cannot be changed.
  • To change the priority is to delete the premium record and re enter.

Example

 If an employee works 4 hours of Premium 2 time and 4 hours of Premium 3 time, and both premiums have Majority Rules set to Majority, the employee is paid the premium rate with the highest priority.

If the Premium 2 is set to priority B and Premium 3 is set to priority A, all 8 hours are paid at Premium 3 rates.

 

The description of the premium record

The Time Code to be used for Regular Hours.

The Time Codes to be used for overtime.

Drill down on the record to access the full Premium window.

Determines how an employee is paid when they work in more than one premium time rage.

E Equally. Pays and employee's entire shift at the rate that the majority of the employee's hours fall. An employee qualifies for the premium if they work greater than or equal to half of their shift within the premium time range.
M Majority. Pays an employee's entire shift at the premium rate only if the employee works over half the shift within the premium time range.
N No Majority or Equal Required. Pays and employee's hours at the rate that the hours actually fall. Only those hours that fall within the premium time range will be paid at the premium rate. The balance will be paid at the rate in which they fall.

 

Example

If an employee works three hours of Premium 1 and five hours of Premium 2, when the majority rule is set to E or M, the employee will be paid 8 hours of Premium 2. If the majority rule is set to N, the employee will be paid three hours of Premium 1 and five hours of Premium 2.

 

Specifies if overtime hours are included in determining if the majority of the employee's hours were worked within a premium time range.

Y Include overtime Hours.
N Do not include overtime Hours.
  • This field is only valid if Majority Rules is set to E or M.

 

Example

 An employee receives a premium pay rate when they work the majority of their hours between 3:00p and 11:00p.

  • If an employee works from 10:00am to 10:00p accumulating 8 regular and 4 overtime hours, the employee will be paid the premium pay rate for all hours worked if the Include OT Hours field is set to Y.
  • The majority of the hours worked occurred within the premium record of 5 outside and 7 inside the Premium Record.
  • If the Include OT Hours field was set to N, the employee would not receive the premium pay rate, the majority of the employees regular hours were worked outside of the premium record of 5 outside and 3 inside.

 

The number of hours an employee must work during a premium time range before the hours count as premium time. Many companies use this feature to prevent employees from accruing premium time, if their regular time shift briefly crosses over into a premium zone.

  • If the Expanded window Start and End fields are left blank, an employee must work this minimum number of hours between the date and times entered in the premium Start/Stop Date and Time fields, before the hours count as premium time.
  • If entries are made in the Expanded window Start and End fields, an employee must work the minimum number of hours between these dates and times before the hours count as premium time.

 

Must the employee meet the Minimum Hours requirement for each shift, or only once for the entire premium time range to qualify for this premium.

  • If required to pay a set number of premium hours, e.g. 8 when a minimum number of hours have been worked, e.g. 32, then set this field to Y.
  • The system would look at all the hours worked during the defined premium range, ignoring shifts, instead of considering each shift, individually, for minimum requirements.

 

These fields specify the range of hours that qualify for the premium pay rate. The default values for these fields are blank and 999.99, which would pay all hours worked within the premium time range at the premium pay rate.

  • The first hours field specified the minimum number of hours an employee must work within the premium range before the employee starts receiving the premium pay rate.
  • The second hours field specifies the hour that stops paying the premium pay rate.
  • The Expanded window Start and End fields can extend the time during which an employee's hours worked count toward the Pay On All Hours Between limits.

 

The Must Start Work Between and Must End Work Between are optional fields and can specify a range of time within which an employee must start and end work in order to receive premium pay.

  • The system uses the rounded in and out punches to determine start and end times.

 

The date and time at or after which an employee must have started work to qualify for premium pay.

Example

  • If an employee is eligible to receive the premium pay only if they start work at or after 10:00 p, 1000 p is entered.

 

The date and time at or before which an employee must have started work to qualify for premium pay.

Example

  • If an employee is eligible to receive the premium pay only if they start work at or after 11:30 p, 1130 p is entered.

 

The date and time at or after which an employee must have stopped working to qualify for premium pay.

Example

  • If an employee is eligible to receive the premium pay only if they stop working at or after 6:30 a, 0630a is entered.

 

The date and time at or before which an employee must have stopped working to qualify for premium pay.

Example

  • If an employee is eligible to receive the premium pay only if they stop working at or after 9:00a, 0900A is entered.

 

These fields can extend the time during which the employee's hours worked count towards the minimum hours limit. The default setting of 0000 or blank means no expansion window is used.

Overrides the premium record start date and time. Hours begin to accrue toward the minimum hours limit as soon as the Expanded Window Start Date and Time passes.

Overrides the premium record stop date and time. Enter the date and time to stop allowing the hours worked to count towards the minimum hours limit.

  • Hours being to accrue toward the minimum hours limit up to the date and time entered in these fields.

 

Example

  • Must start work at/or after - 16/11/08 at 10:00p
  • Must start work at/or before - 16/11/08 at 11:30p
  • Must end work at/or after - 17/11/08 at 6:30a
  • Must end work at/or before - 17/11/08 at 09:00a

In order for the employee to receive the premium, they must start work on or between the hours of 10:00p and 11:30p on 16/11/08 and stop work on or between the hours of 06:30a and 09:00a on 17/11/08.

 

Determines if an employee who works in this premium time range can qualify for overlapping premium time ranges that have lower priorities.

Y This premium will override all other premiums with lower priorities
N This employee can qualify for overlapping premiums with lower priorities, in addition to this premium.

 

Example

 If an employee qualifies for a premium with a Priority of B and Bypass Premiums with Lower Priorities field set to Y, the employee would not qualify for any premiums with a priority code lower than B .

  • The employee could still qualify for premiums with a priority code equal to or higher than B.

 

Is this premium record to roll forward to the next Pay Period?

Y This premium rolls forward to the next Pay Period
N This premium does not roll forward to the next Pay Period
  • If using premiums to pay employees a bonus for working on a holiday, setup a premium that does not roll forward to the next Pay Period.

 

Determines if multiple Time Codes can be accumulated on each interval of time.

Y The specified premium Time Codes will be paid, instead of those setup on the Pay Period Profile.
N The specified premium Time Code will be paid, in addition to the Time Codes setup on the pay Period Profile.

 

  • This field is normally unchecked if interfacing the Preceda Time to a software package that used the premium Time Codes to add a dollar amount for working different shifts.
  • Example:- If an employee works 8.00 hours of shift 2 premium if the Premium Hours Reduce Regular Hours field is blank, the employee receives 8.00 hours of pay category PREM2 and 8.00 hours of pay category REG.
  • If the Premium Hours Reduce Regular Hours field is checked, the employee receives only 8.00 hours of pay category PREM2.

 

Hours are assigned to the premium, call-in premium, and holiday premium Time Codes, based on the regular overtime routine qualifiers setup in the Pay Period and Daily rules Profiles.

The Regular premium, Regular call-in premium and Regular holiday premium Time Codes are to be assigned to hours that qualify as Regular Hours, as defined in the Pay Period and Daily Rules profiles.

The Overtime Block 1, 2 3 and 4 premium, call-in premium and holiday premium Time Codes are to be assigned to the hours that qualify as overtime hours, as defined in the Pay on All Hours Over field for the overtime routines, and also setup in the Pay Period and Daily rules profile.

These fields specify the Time Codes to assign hours that qualify as regular premium hours.

Example

  • If paying employees a pay category of PRM for all regular hours worked in the premium time range, PRM is entered into the Regular > Time Code field.
  • If the employee is to receive a pay category of PR1.5 for all overtime hours worked in the premium time range, enter PR1.5 in the Overtime Block 1 > Time Code field.

 

These fields specify the Time Codes to assign call-in hours that qualify as premium hours.

Example

  • If paying employees a pay category of CALL for all regular call-in hours worked, CALL is entered into the Regular > Call In > Time Code field.
  • If the employee is to receive a pay category of CALLO for all overtime call-in hours worked, enter CALLO in the Overtime Block 1 > Call In > Time Code field.

 

These fields specify the Time Codes to be assigned holiday hours that qualify as premium hours.

If the Premium Hours Reduce Regular Hours flag in the daily rules file is left blank, and the Bypass Premiums flag on the holiday record is left blank, the pay categories entered in these fields will be paid, in addition to the holiday Time Codes entered on the Holiday File Maintenance window. If the Bypass Premiums field on the holiday record is checked, these fields are not used.

Example

  • If paying employees a pay category of HOL for all regular holiday hours worked, enter HOL in the Regular > Holiday > Time Code field.
  • If the employee is to receive a pay category of HOLOT for all overtime holiday hours worked, enter HOLOT in the Holiday > Overtime Block 1 > Time Code field.

 

Specifies a factor by which the system multiplies the number of hours worked. A negative number can be used in this field.

Example

If awarding an extra hour for each hour worked, enter 2.00 in the Premium Multiplier field. This field is normally set to 1.00.

 

Specifies the hourly pay rate that an employee is to receive for hours worked during this premium time range.

Example

If an employee's regular pay rate is $9.00 per hours, and the employees is to receive $12.00 per hour for all hours worked within this premium time range, enter 12.00 in the Override Rate field. This field is optional.

 

An adder Time Code is often used to assign a bonus multiplier to employees who work the period of time each week most difficult to staff. The bonus hour that the employee receives is determined by multiplying the number of hours worked by a specified factor set up in the Multiplier field.

The employee's regular hours multiplied by the multiplier records the total hours an employee is to receive. The bonus hours are assigned to the Time Code entered in the Time Code field, and the regular hours are assigned to the Time Code entered in the Regular Hours field for the daily, weekly and pay period overtime routines.

Specifies the Time Code to assigned any adder hours. The Multiplier, After Hours and Up to Hours fields apply to the hours assigned to this pay code.

Specifies a factory by which the system multiplies the number of hours worked in this premium time range. The Multiplier is the ratio at which the bonus hours are accumulated, in relation to number of adder hours calculated. The ratio of 1 to 1 adds one bonus hours for each hour worked: the ratio of 2 to 1 adds 2 bonus hours for each hour worked: the ratio of 3 to 1 adds three bonus hours for each hour worked, etc.

Example

If an employee works 8 hours and if paying the employee an extra hour for each hour worked, enter 1.00 in the Multiplier field. The 8.00 bonus hours are assigned to the Time Code entered in the Time Code field, and the 8.00 regular hours are assigned to the Time Code entered in the Regular Hours field for the Daily, weekly and pay period overtime routines.

 

Specifies the minimum number of hours an employee must work before they start receiving the adder time code.

Example

If the employee is required to work 3 hours before receiving the adder time code, enter 3.00 in the After Hours field. This field is optional

 

Specifies the consecutive hour worked, at which the paying of Time Code premiums are stopped.

Example

If the employee is to receive the adder Time Code for any hours up to the 10th hour worked, enter 10.00 in the Up To Hours field. This field is optional

 

A monetary premium is a specified dollar amount paid to an employee who works in a premium time range. A number of hours that the employee must work to receive the monetary premium, then that dollar amount is paid each time the employee has worked that number of hours during the premium time rage, is specified.

Example

Set the monetary premium to pay an additional 10 dollars for each 4 hour worked in the premium time range. When the employee works 8 hours during the premium time range, the system adds 20 dollars to the monetary time code.

 

The Time Code to which to assign the dollar amount. Any Time Code entered in this field must be defined as a dollar adjustment Time Code.

This Time Code used for Dollar Adjustments checked in Time Code maintenance.

The dollar amount to add for time that qualifies for this premium.

Specifies the number of hours an employee must work in the premium time range to qualify for the monetary adder.

  • If left blank, this defaults to one for the entire shift.

Example

 If 10.00 is entered into the Amount field and 4.00 in the Every XX Hours field, the employee receives a $10 adjustment for every 4 hours worked in the premium time range. For an 8 hour shift, the employee would receive an additional $20 for the shift.

  • Once the record is created, the values in the Start Date and Time or Priority Code fields cannot be changed. If either of these fields is incorrect, delete the premium record and re-create it with the correct date, time and priority code.

 

To copy Premiums Back/Forward, click Copy Premiums and then select Premium

The copy premium feature can be helpful in eliminating data entry when setting up premiums. Premiums can be copied forward to future dates, permitting the use of existing premiums without additional data entry, or premiums can be copied back to past dates when necessary.

When copying premiums forward a designated number of days can be skipped, as in the case of a weekend, skipping 2 days etc. This does not apply to Backward copy.

The number of days to copy this premium forward. The date specified as the beginning date, is included in the number of days that the premium forward is copied if entering a value in the Skip Days field.

The number of days forward that the premium will be copied, after which the system looks to the next field of Skip Days to determine how many days will be skipped before copying begins again.

The number of days to skip between copying cycles.

Example

To create a two week period of premiums where Mondays through Fridays have premiums and all weekends are skipped:-

  1. Create a premium for the first Monday of the Pay Period
  2. Enter 14 in the Copy Premium Forwards __ Days field
  3. Enter 5 in the Every __ Days field
  4. Enter 2 in the Skip __ Days field

 

  • The system copies the premium forward in groups of 5 days skipping 2 days in between. When copying a premium forward, the system first looks at the Every __ Days field and then the Skip __ Days field.
  • By copying premiums to past, present and future pay periods, the re-running payroll process can be simplified . If reports are required in the interim, between closing a pay period and posting the pay period the premiums will need to be setup for the next pay period.
  • To cover these two needs, copy the premium to cover the past, present and future pay periods. Then set the Number of Days to Roll Premiums Forward field in the Daily Rules Profile to the number of days in the Pay Period.