Overtime Calculator

The Header includes a legend describing the color coding appearing in the grid.

The left side panel groups the drivers, the days they’ve worked, the individual DRIVERPAY/PR_TIME_SHEET records the Overtime Calculator program has found to consider, as well as showing the overtime records it is proposing should be generated.

The right side panel categories drivers/employees first by the Other Category defined for the driver on the Driver Profiles program > Pay/Remuneration tab, then by department. The definition of department varies depending upon the OTCALC.EXE > Join Employee Table application configuration option; if False, it uses the Terminal # field on the Driver Profiles > Address tab as the department. If True, it uses the Department field on the Employee Profiles > Address tab which defaults to NA if not populated.

The basic steps for setting up the Overtime Calculator are:

Driver Pay records can be entered into the TruckMate system in multiple manners. They can be added directly to a freight bill in the Customer Service program, or generated by assigning a driver to a trip through the dispatching programs, or by imported from some other application in the Driver Pay Audit program.

But the DRIVERPAY records must reach the Approved state before they are considered for overtime generation. Double-clicking the records in the Payments tab in PAYAUDIT.EXE will change them from the Not Reviewed state to the Approved state.

If your application configuration Generation Mode is set to DPTS, so it generates overtime for both DRIVERPAY and PR_TIME_SHEETS, you will also need to have the time entered into the Payroll > Payroll Time Sheets program prior to running OTCALC.EXE.

This application starts up by calculating the overtime for the week prior to the current week.

On the right pane it categorizes drivers/employees first by the Other Category found on the Driver Profiles > Pay/Remuneration' tab, then by department. The definition of department varies upon the OTCALC.EXE > Join Employee Table application configuration setting. If False, it uses the Terminal # field on the Driver Profiles > Address tab as the department. If True, it uses the Department field on the Employee Profiles > Address tab which defaults to 'NA' if not populated.

On the left pane, it groups the drivers, then the days they have worked, then the individual DRIVERPAY/PR_TIME_SHEET records it has found to consider, as well as showing the overtime records it is proposing should be generated.

At the top in the header area, there is a legend describing the color coding used by the rows in the grid.

You can use the calendar icon at the top to select a date, or the '<' or '>' arrows to scroll backwards/forwards by week.

The title of the screen gives you some information: "Pay records for <Start Date> to <End Date> [# of Statutory Holidays in week] (<Time to retrieve information for that week> / < Time to process the information for that week>).

Right-click the Department from the panel on the right to display the related information in the left side panel.

In the right side panel, hover the cursor over the driver to get additional information to appear.

The information displayed depends on the OTCALC.EXE > Generation Mode application configuration setting; if it is DP (driver pay only), it would not include the TS (i.e., time sheet) subtotals.

The Reported hours lists the total hours the program read in and considered for overtime. The Regular Hours is what the reported hours were converted to (i.e., It reduces those hours, as it converts the time to overtime). It also shows the hours it will insert as daily overtime and weekly overtime.

You can get a similar breakdown if you hover over a particular date.

If you hover over a DRIVERPAY records (white color), you also get more information on that record.

If you hover over a Timesheet record (Pale Green color), you get additional information on that record.

The Orig Hours column identifies the number of hours that was on the DRIVERPAY/PR_TIME_SHEET record. The New Hours column identifies what it reduced that record’s hours to when generating the appropriate overtime.

Once you have reviewed the generated overtime, you need to save it. You can do that at multiple levels; if you right-mouse-click on a driver record you have a few options, including Save Driver.

But you can also right-click the Department & Category levels in the left pane to get similar options to save at those levels; including Save All.

It will first prompt you for a filename to save a .csv version of the data and use this to update the DRIVERPAY/PR_TIME_SHEET records appropriately; i.e., reducing the hours on those records, and potentially even deleting them (if all hours on that record were converted to overtime).

This application is meant to be a one-time processing event! I.e., once you have applied a week’s changes and go back to that week for that driver, there is no guarantee the system will re-generate the same overtime.

For example, suppose this was your driver record, and you saved it.

You would see the entries in DRIVERPAY adjusted; e.g., The 'HR' entry on 11/17/2014 used to be 12 hours; it is now 10 hours and an 'OT1' record has been inserted for that date, @ 1.5 times the 'HR' rate.