Time Tracking Settings: Payroll Setup & Overtime Rules

💵 Time Tracking Settings: Payroll Setup & Overtime Rules

✅ What This Covers

This article walks through setting up payroll alignment in Ontraccr and configuring both manual and automatic overtime rules, including:

• Weekly, daily, and double OT
• Special weekend rates
• OT eligibility prompts

🧭 Where to Find These Settings

In the Web App:

1. Go to Settings > Time Tracking
2. Open the following sections:
   • 📅 Payroll
   • ⏱ Overtime

📅 Payroll Setup

What it does:

Aligns Ontraccr’s pay period calendar with your company’s actual payroll cycle.

How to set it up:

1. In Time Tracking > Payroll:
   • Select your pay period frequency:
     • Weekly
     • Bi-weekly
     • Semi-monthly
     • Monthly
   • Set the most recent payroll closing date using the calendar

Why it's important:

• Ensures time cards are grouped correctly
• Controls how reports, exports, and views are organized

Check your setup:

Go to Time Cards > My Cards — confirm the date range at the top matches your payroll cycle.

⏱ Overtime Configuration

Step 1: Choose Manual or Automatic Overtime

At the top of the Overtime settings page:

• Manual OT:
  • Workers input OT manually during time entry
  • Ideal for companies with flexible or project-based OT rules
• Automatic OT:
  • System calculates OT based on thresholds (see below)

📊 Automatic Overtime Options

You can mix and match any of the following:

1️⃣ Weekly Overtime

• Default: OT after 40 hours/week
• You can override this value
• System will auto-calculate OT once threshold is passed

2️⃣ Daily Overtime

• Default: OT after 8 hours/day
• Optional — leave disabled if not needed

3️⃣ Daily Double Time

• Default: Double time after 12 hours/day
• Rate: 2x base wage
• Can be customized

4️⃣ Saturday Pay Rate

• Pay a different rate for any Saturday hours
• Example: 1.1x even if no OT was triggered

5️⃣ Saturday Overtime

• Set OT multiplier for Saturday work (1.5x or 2x)

6️⃣ Sunday Pay Rate + OT

• Same options as Saturday

⚠️ OT Eligibility Prompt

What it does:

Adds a confirmation step if a time entry exceeds the daily OT threshold.

How it works:

• At clock-out (or manual entry), workers are asked:
  • "Was this overtime?"
• If they say yes → time is kept as-is
• If they say no → time is rounded down to the OT limit

Example:

Worker logs 10 hours, OT limit is 8 → If rejected, time is adjusted to 8.

💡 Pro Tips & Edge Cases

• 🔄 You can toggle between manual and automatic OT anytime
• 🧠 Use the OT Eligibility Prompt to catch forgotten clock-outs
• 🗓️ Weekly OT will still catch total hours, even if weekends are not rated specially
• 📊 Double OT is optional and usually used only in strict labor environments