SDWorx-Pay – Worked Hours

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WORKED HOURS AND OVERTIME

You enter hours or units worked by an employee for payment against hourly-paid allowances using the worked hours data codes defined in the following table:

Name	Engine code
Basic productive hours	W010 – W900
Hours at premium 1	W011 – W901
Basic non-productive hours	W017 – W907

The form of worked hours engine codes is WNNF, where NN is the allowance number, in the range 01 to 90, and F takes the following values:

• 0: enter basic productive hours
• 1 – 6: enter hours at premiums 1 – 6
• 7: enter basic non-productive hours

These enable you to:

• Enter basic productive and non-productive hours against each hourly-paid allowance. For each of these you can enter hours, hours units or hours for a given rate (where the given rate can be a cash amount per hour, a company rate or an employee rate).
• Enter hours for each of the six premiums. Note that you cannot enter premium hours against allowances that are defined at company set-up time to accept hours at a given rate.

SDWorx-Pay automatically calculates the value of an allowance by referencing the allowance’s associated basic productive rates, premium factors and premium rates, set up at payroll level (or by using the advised rate).

SDWorks-Pay treats overtime as any other rates allowance. The allowances reserved for overtime are 03 and 04. If cash overtime is to be paid, then the separate cash overtime allowance 05 should be used (see ALLOWANCES).

If required, actual worked hours can be shown on payslips; this is specified at company set-up time.

DEFAULT BASIC HOURS

SDWorx-Pay can automatically pay basic hours for an hourly paid employee, even when no hours have been entered for the employee. This option is controlled by the following settings:

• At company set-up time, which allowance is to be used for default hours payment.
• At employee level, you must enter the employee’s default basic hours using Basic paying hours/E059.

Note that the employee must be set as eligible for basic hours to be paid, using Allowance eligibility indicator/0016 – 9906.

HOURLY PAY TOTALS

Amounts earned to-date at the flat rate and premium overtime rates are held against Flat overtime amount to-date/9918 and Premium amount to-date/9919.

SIGNED INPUT

You can enter positive or negative amounts of hours against any of the worked hours payroll items, by preceding the amount with a positive or negative sign. If you enter no sign, a positive amount is assumed.

COST CODES

Following any worked hours amounts, you can enter a solidus (/) and a 1 – 20 character cost code that Payroll Active will use in the production of costing reports.

Note:

• If you attempt to use any rate that is not set up, Payroll Active assumes zero.
• The following online reports can be affected as a result of setting and modifying rates:
  • Exception Report
  • Input Error Report
  • Record Card

See

• ALLOWANCES, for details of how to set and modify allowances. And for details of totals paid to-date at the flat rate and premium overtime rates.
• EMPLOYEE, for the setting of basic paying hours (used to calculate guaranteed salary) and for the setting of basic period hours (used in the calculation of the ABHR).

WORKED HOURS PAYROLL ITEMS

BASIC PRODUCTIVE HOURS

W010 – W900

Use W010 – W900 to enter the basic productive hours for the employee, for each hourly paid allowance associated with the employee.

The way in which you enter hours depends on the input type of the associated allowance, and whether hours is specified at company set-up time as hours and minutes, or hours decimal.

INPUT TYPE 1: HOURS Format hhhhhmm or hhhhhdd

Where hhhhhmm or hhhhhdd is the number of basic productive hours in hours and minutes or hours decimal, up to 7 numeric characters.

Example 1

The employee’s basic productive hours for allowance 25 is 5.5 hours:

W250 550 Example 2

The employee’s basic productive hours for allowance 25 are being corrected by deducting 6.75 hours:

W250 – 675

The calculated value of the allowance is deducted from the employee’s basic pay.

INPUT TYPE 2: UNITS Format uuuuuuu

Where uuuuuuu is the number of basic productive units, up to 7 numeric characters.

Example

The employee’s basic productive units for allowance 55 is 25 units: W550 25

INPUT TYPE 3: HOURS AND RATE

Format 1 hhhhhmm/ppppppp or hhhhhdd/ppppppp Where:

• hhhhhmm or hhhhhdd is the number of basic productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• ppppppp is the rate in pence, up to 7 numeric characters.

Example

The employee’s basic productive hours for allowance 25 is 15 hours and 30 minutes at a rate of £7.50 (entered as hours decimal):

W250 1550/750

Format 2 hhhhhmm/CRnnn or hhhhhdd/CRnnn Where:

• hhhhhmm or hhhhhdd is the number of basic productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• CRnnn is the company rate, where nnn is between 001 and 999.

Example

The employee’s basic productive hours for allowance 12 is 45.75 hours at the company rate CR120:

W120 4575/CR120

Format 3 hhhhhmm/Rnn0 or hhhhhdd/Rnn0 Where:

• hhhhhmm or hhhhhdd is the number of basic productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• Rnn0 is the employee rate, where nn is between 01 and 99.

Example

The employee’s basic productive hours for allowance 75 is 37 hours and 30 minutes at the employee rateR350 (entered as hours decimal):

W750 3750/R350

Note:

• If you specify a company rate or employee rate with an hours and rate value, the company rate or employee rate must have been defined within payroll configuration (either as a calculated rate or as a rate entered directly against an employee). Otherwise 0 is assumed.
• If you attempt to enter hours/rate against an allowance that is not of that input type, SDWorx-Pay displays ERROR – ALLOWANCE NOT VALID FOR HOURS/RATE INPUT.
• The number of hours can be preceded by a positive or negative sign. If positive, the calculated value of the allowance is added to the employee’s pay, and if negative, deducted from the pay.
• You can enter successive amounts against each of W010 – W900 in the same pay period. At the time of the pay process, The calculation totals the amounts against each, and increases (or decreases, if you enter negative hours) the number of hours accordingly.

HOURS AT PREMIUM

W011 – W901

Use W011 – W901 to set the number of hours worked by the employee at premium 1. Specify the hours for other premiums as follows:

• Premium 2: use W012 – W902
• Premium 3: use W013 – W903
• Premium 4: use W014 – W904
• Premium 5: use W015 – W905
• Premium 6: use W016 – W906

Format 1 hhhhhmm or hhhhhdd

Where hhhhhmm or hhhhhdd is the number of hours and minutes or hours decimal, up to 7

numeric characters.

Example

The employee’s hours for allowance 25 at premium 2 are 6.25 hours:

W252 625 Format 2

– hhhhhmm or  –hhhhhdd

Where the negative sign indicates that the resulting allowance value is to be deducted from the employee’s basic pay.

Example

The employee’s hours for allowance 45 at premium 2 are -6.5 hours:

W452 -650

Format 3 uuuuuuu

Where uuuuuuu is the number of units, up to 7 numeric characters.

Example

The employee’s units for allowance 25 at premium 2 are 17 units:

W252 17

Note:

• You cannot enter premium hours against allowances that accept hours at a given rate.
• The value of the allowance is calculated as the number of hours multiplied by the premium factor multiplied by rate for the allowance.
• The rate and premium factor for each allowance is defined at company set-up time, either as a basic rate or premium rate. If a premium rate and factor has not been defined for the allowance, Payroll Active displays ERROR – PREMIUM NOT SET UP FOR THIS

ALLOWANCE.

• The number of hours can be preceded by a positive or negative sign. If positive, the calculated value of the allowance is added to the employee’s basic pay, and if negative, deducted from the basic pay.
• You can enter successive amounts against each of W010 – W900 through to W016 – W906 in the same pay period. At the time of the payrun, The calculation totals the amounts against each, and increases (or decreases, if you enter negative hours) the number of hours accordingly.

BASIC NON-PRODUCTIVE HOURS

W017 – W907

Use W017 – W907 to enter the basic non-productive hours for the employee, for each hourly paid allowance associated with the employee.

The way in which you enter hours depends on the input type of the associated allowance, and whether hours is specified at company set-up time as hours and minutes, or hours decimal.

INPUT TYPE 1: HOURS Format

hhhhhmm or hhhhhdd

Where hhhhhmm or hhhhhdd is the number of basic non-productive hours in hours and minutes or hours decimal, up to 7 numeric characters.

Example

The employee’s basic non-productive hours for allowance 37 is 3 hours and 30 minutes (entered as hours decimal):

W377 350

INPUT TYPE 2: UNITS Format uuuuuuu

Where uuuuuuu is the number of basic productive units, up to 7 numeric characters.

Example

The employee’s basic non-productive hours for allowance 15 is 35 hours:

W157 35

INPUT TYPE 3: HOURS AND RATE

Format 1 hhhhhmm/ppppppp or hhhhhdd/ppppppp Where:

• hhhhhmm or hhhhhdd is the number of basic non-productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• ppppppp is the rate in pence, up to 7 numeric characters.

Example

The employee’s basic non-productive hours for allowance 36 is 27.5 hours at a rate of £5.50:

W367 2750/550

Format 2 hhhhhmm/CRnnn or hhhhhdd/CRnnn Where:

• hhhhhmm or hhhhhdd is the number of basic non-productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• CRnnn is the company rate, where nnn is between 001 and 999.

Example

The employee’s basic non-productive hours for allowance 65 is 35.5 hours at the company rate CR152:

W657 3550/CR152

Format 3 hhhhhmm/Rnn0 or hhhhhdd/Rnn0 Where:

• hhhhhmm or hhhhhdd are the number of basic non-productive hours in hours and minutes or hours decimal, up to 7 numeric characters.
• Rnn0 is the employee rate, where nn is between 01 and 99.

Example

The employee’s basic non-productive hours for allowance 25 is 42.5 hours at the employee rate R150:

W257 4250/R150

Note:

• If you specify a company rate or employee rate with an hours and rate value, the company rate or employee rate must have been defined at company set-up time (either as a calculated rate or as a rate entered directly against an employee). Otherwise 0 is assumed.
• If you attempt to enter hours/rate against an allowance that is not of that input type, Online reports displays ERROR – ALLOWANCE NOT VALID FOR HOURS/RATE INPUT.
• The number of hours can be preceded by a positive or negative sign. If positive, the calculated value of the allowance is added to the employee’s basic pay, and if negative, deducted from the basic pay.
• You can enter successive amounts against each of W017 – W907 in the same pay period. At the time of the process, the calculation totals the amounts against each, and increases (or decreases, if you enter negative hours) the number of hours or units accordingly.

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Last updated 17/5/2023 (PSP)