Please note, to set up Employee Pay Rules, you must have Admin access.
Important things to know about how Overtime is applied on Bizimply. Managing overtime rules effectively is crucial for accurate workforce scheduling and reporting in Bizimply. This includes not only setting up new rules but also managing existing ones, such as reactivating, recreating, or disabling them to meet your business needs.
You can apply overtime either as a default rule for all employees, or just specific rules for specific individuals.
Overtime rules can be set up to kick in after a certain amount of hours worked per day, after a certain amount of hours worked per week, or versus the contracted hours of an individual
Costing for Overtime can be done as either a Rate to be applied in an employee's individual pay record e.g. £15 per hour
or as a multiplier of an employee's base rate e.g. 1.5x regular hourly rate
or as a Basic Rate premium, which adds the amount selected on top of the Basic rate of pay e.g. +£1.50 per hour on the basic rate
Overtime rules can be created to start tracking against the Regular Hours Worked on the Timecard, or against the Total Hours Worked on the Timecard (which included Sunday Hours and Public Holiday Hours).
You can use the Overtime Rules to create space on your Timecards and reporting for pay types not available otherwise on Bizimply e.g. Training Hours. However, this can only be for making adjustments.
You must have an active Pay Record in place for an employee to be able to track any Pay Rules or Overtime Rules for them, even to manually adjust hours on the Timecard.
How to Add a New Overtime Pay Rule
Go to the top right corner, click on your name/email, and in the dropdown menu select "Settings".
On the left-hand side, select "Payroll"
Select Employee Pay Rules
4. Select "Add New Pay Rule"
5. When creating the new rule, you must give it a name. Make it something you will recognise.
6. Add a payroll ID to match the ID used in your payroll system
7. Select a type, which will have to be "Overtime".
8. Write a description of the Overtime type being applied e.g. for all employees after 45 hours.
9. Choose the types of Costing for the Overtime rule. These can be either a rate applied on the employee profile individually, a multiplier of an employees basic hourly pay rate (which you must then enter e.g. 1.5) or a premium amount added to their basic hourly pay rate (which you must then enter e.g. £2).
10. Next choose the calculation for when Overtime will be applied. First, choose if it we applied based on hours per day, hours per week, or the employee contracted hours. You must then choose if these are calculated with just the Regular hours worked, or Total Hours worked on the timecard (which includes Sunday hours and Public Holiday Hours).
11. If you have chosen to calculate the Overtime after a certain amount of hours in a day or week, you must now state how many hours Overtime starts after.
12. If you would like to apply the rule to every employee currently in your account and going forward, check the box to "Assign rule to all hourly employees as default". If you will have multiple rules for different individuals based on different amounts of hours worked, specific roles, or specific contract types etc, then leave this box unchecked.
13. Click "Save" when you have completed all the relevant steps.
How to Apply an Overtime Rate to an Individual Employee
Go to the Employee Profile
Go to the Payroll Tab
Go to the current Pay Record of the employee, or else create a new Pay Record if you are updating their pay rate otherwise.
You will see the option to "Add Pay Rule" in the Pay Record. In the dropdown available, select the Pay Rule you would like to apply to the employee, then click the "+" symbol after the dropdown.
This will add the Pay Rule to the employees pay record. If it's a rule that needs a rate added for costing, there will be a space to type in that pay rate.
Click "Save" on the Pay Record to update it.
If an employee has multiple Overtime rates, you can reorder them on the Pay Rules page for the order in which they should be applied.
How to update Overtime Rates in Bulk
To update the Overtime Rates for an employee, you must do so using the Update Employee Profiles option, with the "Add Pay Records-Hourly" function. You can see a full article on this here.
Go to Settings through the dropdown menu in the top right corner
On the left hand side, select Employees
Now select Select Update Employee Profiles
Select "Add Pay Record - Hourly" as the field to update from the dropdown menu.
Now in the blue box to the right you'll see the option to "Download Active Employee List". Click on this button, and it will email you a list of your employees so you can update their Pay Records.
Download the csv file you've been sent.
You will be creating a new Pay Record for the employees in bulk, so you will need to put in an "Effective From" date and Reason beside each name.
You should have an Hourly Rate and Contracted Hours (if applicable) completed for each employee
If you have an Overtime Rule which is an multiplier or premium Basic, to apply this to an employee, put 'Y' in the cell underneath the specifIc Rule. If there is a Rate to apply, type the rate in the cell.
10. When you've completed the sheet, save the csv file to your device.
11. Return to the same page where you downloaded the file, and make sure you still have "Add Pay Record - Hourly" selected from the dropdown
12. Click 'Choose File" and select your saved csv file.
13. Click 'Import'.
Your employees will now update with their new Overtime Rules and Rates.
Reactivating or Recreating Overtime Rules
If a previously set overtime rule, such as a Sunday overtime/pay rule, has been deactivated, it cannot be reactivated. Instead, you will need to create a new rule with the desired settings. Follow these steps:
Navigate to the Overtime Rules section in your Bizimply account.
Set up a new rule with the required parameters, such as specific days (e.g., Sunday) and pay rates.
Assign the new rule to the relevant employees or schedules. This ensures that the new rule is applied correctly and reflects the current overtime policies of your organization.
Disabling Overtime Rules and Impact on Reports
To disable or remove an overtime rule so that overtime calculations no longer appear on reports, you can adjust the settings in the Company Settings section. Here’s how:
Log in to your Bizimply account.
Click on your name or email in the top-right corner to access the menu.
Select Settings from the dropdown menu.
In the Company Settings section, locate the Overtime (OT) settings.
Leave the OT fields blank to disable overtime calculations. Disabling overtime rules ensures that no additional overtime data is calculated or displayed in reports. This can be useful for businesses that no longer require overtime tracking.