Two Most Common Overtime Requirements
- Cost for payroll
- Billable charges to the customer
Cost for Payroll
Payroll systems are designed for overtime calculations payable to personnel. Let's keep it simple by having payroll do what payroll does. Start pushing time entry data to your payroll system for calculation with a time entry report export from PI. Map the data fields per payroll system guidance. the If you'd like to get the custom cost (burden rate) updated in PI after calculation, contact us for customization or post comments to this article with some detail so we can further assist with integration options.
Billable Charges to the Customer
Resources performing the work are responsible for indicating customer billable overtime. It's not the same as payroll and we rely on our resources to communicate OT during time entry. Considerations.
- Resources cannot alter rates which are configured for tasks by the PM
- Resources can choose time codes to indicate that a rate should be higher than the standard rate
Based on the above two considerations, we'll need to determine next steps to get the billable rate corrected.
Invoice Rate Updates
Changing rates billed to the customer on invoices is an out-of-the-box process. You select approved time entry line items for inclusion on the invoices, separating invoice lines with OT time codes from those without OT.
Advantage: Rate changes in the invoice require no manipulation, manual or automated, within each approved time entry.
Disadvantage: Time entry rates remain exactly the same as entered. Billable information to accurately reflect the customer billing require currency reporting with invoice values versus time entry values.
Consider the advantages and disadvantages by manually adjusting billable rates on both time entries and invoices in your early adoption phases. This will help you identify next steps for process and possibly custom requirements.
Time Entry Rate Updates
If OT entries are low volume, weekly rate updates to the entries are quick. Quicker updates for many entries should be done using the API for rate changes to minimize administrative time. The API process can be inexpensive and easy if you use a hybrid manual/API approach, such as using a tool like Postman so that rates are adjusted in a spreadsheet and then updated via manually routine which does not require one-at-a-time editing.
As always, we're here to help. You can hire our team to assist or take it on as a DIY project, posting questions and progress as comments to this article.