Recalculation is used to bring an employee’s timecard into compliance with their pay rules. Non-compliance can occur in a variety of situations. For example, if a supervisor adjusts the timecard, the transaction may not comply with the pay rules. Or, the gap days at the beginning of a pay period need to be processed after the scheduled days in order to receive overtime. See Recalculation Examples for more information.
An employee's transactions will be checked for recalculation if the employee is assigned a Recalculation Policy that is enabled. The Process Order in the Recalculation Policy will be used to mark transactions that may need recalculation. When you run the RECALCULATION service or use the Recalculate buttons, the employee's timecard will be brought into compliance with their pay rules based on the settings in the Recalculation Policy.
On the Daily tab of the timecard, you can view recalculation adjustments by setting Show Adjustments to ALL on the Preferences form.
You can recalculate a timecard using the following methods:
Recalculate and Unrestricted Recalc buttons in the Period, Weekly, and Daily tabs of the Current Situation, Time Card Review, and Self Service Time Card forms
Recalc Time Card button on the Person Schedule and Schedule Cycle forms
RECALCULATION Service Instance
See Also:
How Often to Run the RECALCULATION Service
An employee is assigned to a Recalculation Policy that has the Process Order set to Chronological. The employee's Pay Rules Ruleset (defined in the employee's Pay Policy) specifies the employee should get overtime after working 40 hours in a week. The employee works 9 hours each day (Monday – Friday) but enters the hours starting with Friday and ending with Monday. The employee's timecard therefore shows the overtime on Monday.
When the timecard is recalculated, causing the events to be processed chronologically according to their post dates (e.g., Monday first, followed by Tuesday, Wednesday, etc.). As a result, the overtime is on Friday.
An employee is assigned to a Recalculation Policy that has the Process Order set to Event Type Then Chronological. The employee's Pay Rules Ruleset (defined in the employee's Pay Policy) specifies the employee should get overtime after working 40 hours in a week. The employee works 9 hours Monday through Thursday. On Friday, the employee has Jury Duty.
Initially, the overtime is applied to the Jury Duty event.
The timecard is recalculated, causing the Attendance event (Jury Duty) to be processed first, followed by the Labor events Monday through Thursday. As a result, the Jury Duty event no longer receives overtime.
When a supervisor adjusts an employee’s timecard, the adjustment can make the timecard non-compliant.
For example, an employee posts 8 hours each day, Monday through Friday. The employee's Pay Rules Ruleset (defined in the employee's Pay Policy) specifies the employee should get overtime after working 40 hours in a week.
The supervisor changes the Tuesday hours from 8.0 to 10.0. This adjustment appears as 8.0 Regular and 2.0 Overtime hours. However, the employee should not get overtime until 40 hours have been worked in the week.
After recalculation, Tuesday changes to 10.0 Regular hours and Friday changes to 6.0 Regular hours and 2.0 Overtime hours. The timecard is now in compliance with the pay rule for overtime after 40 hours in the week.
An employee is told to work from 9 AM to 5 PM instead of his usual 7 AM to 3 PM shift. However, the employee clocks in before the schedule is updated in the system. As a result, the employee receives a Late Arrival event at clock in.
At the end of the day, an administrator changes the employee's schedule on the Person Schedule form. The administrator then uses the Recalc Time Card button to recalculate the day.
The Late Arrival event is removed from the updated timecard.
An employee's pay period is from Saturday to Friday. Saturday and Sunday are gap days. The employee is scheduled to work Monday through Friday.
The employee is supposed to receive overtime after 40 hours and double-time after 48 hours in a week. The overtime and double-time need to apply to the gap days. The scheduled days (Monday – Friday) will need to be processed before the gap days (Saturday and Sunday) even though the gap days are at the beginning of the pay period.
In addition, Attendance events should not receive overtime or double-time.
The employee is assigned to a Recalculation Policy that has the Process Order set to Attendance Then Labor Scheduled Days Then Gap Days.
The employee works 7 hours Saturday and Sunday, 8 hours Monday and Wednesday, and 9 hours Tuesday. Thursday and Friday are vacation days.
When the RECALCULATION service runs at the end of the period, the Attendance events (Thursday and Friday vacation) are processed first. Next, the scheduled labor is processed (Monday – Friday). Finally, the gap days (Saturday and Sunday) are processed. As a result, the gap days receive overtime and double-time instead of the vacation days.
This example is similar to Example 5 (Gap Days at Beginning of Pay Period Need to Process After Attendance and Scheduled Labor). However, in this example, recalculation does not process Attendance events first.
An employee's pay period is from Saturday to Friday. Saturday and Sunday are gap days. The employee is scheduled to work Monday through Friday.
The employee is supposed to receive overtime after 40 hours and double-time after 48 hours in a week. The overtime and double-time need to apply to the gap days. The scheduled days (Monday – Friday) will need to be processed before the gap days (Saturday and Sunday) even though the gap days are at the beginning of the pay period.
The employee is assigned to a Recalculation Policy that has the Process Order set to Scheduled Days Then Gap Days.
The employee fills out her timecard at the end of the week and enters the hours in the following order: Saturday 8 hours, Sunday 5 hours, and 8 hours each day Monday through Friday.
Initially, the overtime and double-time are applied to Thursday and Friday.
When the RECALCULATION service runs at the end of the period, the scheduled days (Monday – Friday) are processed first, followed by Saturday and Sunday. As a result, the overtime and double-time are applied to the gap days (Saturday and Sunday) instead.
If the Recalculate and Unrestricted Recalc buttons are not visible in the timecard, you may have to enable them in your Security Role.
The Recalculate and Unrestricted Recalc buttons use the Recalculation Policy that is assigned to the person whose timecard is being recalculated.
To use the Recalculate or Unrestricted Recalc button:
To recalculate your own timecard, navigate to Main Menu > Self Service > Time Card and select the pay period or pay week you want to recalculate.
To recalculate an employee’s timecard, navigate to Main Menu > Manage > Supervisor Review. Select the employee and the pay period or pay week you want to recalculate.
In the Period, Weekly, or Daily tab, click the Recalculate or Unrestricted Recalc button, depending on whether you want the Max Periods Back setting in the employee's Recalculation Policy to apply.
If there is a day in the period that has been marked for recalculation, the message To Start recalculation of period press OK, or Cancel to Exit will appear. If there are no days in the period that are marked for recalculation, the message Recalculation may not be necessary for this period. To Force recalculation press OK, or Cancel to exit will appear. Click OK to continue with the recalculation.
Click the Recalculate button to recalculate the pay week or pay period that is currently displaying in the timecard, bringing the transactions into compliance with the Pay Policy rules. The pay week or pay period you are recalculating must be within the range specified by the Max Periods Back setting in the employee’s Recalculation Policy. Max Periods Back is the number of periods/weeks prior to the current period/week for which recalculation will search for days that need corrections. For example, if Max Periods Back is set to 1, you can use the Recalculate button in the current pay period and the previous pay period. However, you will not be able to use the Recalculate button in any earlier pay periods.
If you want to be able to recalculate all prior periods/weeks without the Max Periods Back restriction, use the Unrestricted Recalc button. It functions the same as the Recalculate button, but without the Max Periods Back restriction.
The Unrestricted Recalc button is also used to bring an employee’s timecard into compliance with the Pay Policy rules. This button performs the same task as the Recalculate button, except that the recalculation will not be restricted by the Max Periods Back setting in the employee’s Recalculation Policy. For example, if Max Periods Back is set to 1, you can use the Recalculate button in the current pay period and the previous pay period. To recalculate any earlier pay periods, however, you will need to use the Unrestricted Recalc button.
The Recalc Time Card button on the Person Schedule and Schedule Cycle forms is used to bring a timecard into compliance after you add or modify an employee's schedule on a day that already has time posted. For example, an employee starts working a new schedule before his schedule is updated in the system, causing him to receive a Late Arrival event. When the employee's schedule is updated, the day will be marked as needing recalculation. The Recalc Time Card button will process the event postings according to the updated schedule, in this case removing the Late Arrival event.
The Recalc Time Card button uses the Recalculation Policy that is assigned to the person whose timecard is being recalculated.
The Recalc Time Card button uses the Max Periods Back setting in the employee’s Recalculation Policy to determine the maximum number of periods/weeks prior to the current period/week for which to make corrections. If you want to recalculate all prior periods/weeks without restriction, use the Unrestricted Recalc button in the timecard. It functions the same as the Recalc Time Card button on the schedule forms, but without the Max Periods Back restriction.
You can also configure the RECALCULATION service on the Service Instance form and schedule the service to run or run it immediately via the Service Monitor form.
How often you run the RECALCULATION service will depend on how your Recalculation Policy, pay rules, and pay periods are configured.
For example, a company has a weekly pay period from Monday – Sunday (Saturday and Sunday are gap days) and pays overtime after 40 hours in a week. The Recalculation Policy's Process Order is set to Event Type Then Chronological so that Attendance events will be processed first and will be less likely to receive overtime. The RECALCULATION service runs each day. An employee posts 12 hours of labor Monday – Wednesday, then posts a Jury Duty event on Thursday. Initially, the Jury Duty event receives overtime (4 R, 4 O). When the RECALCULATION service does its daily run, the Jury Duty event changes to 8 R and the labor on Wednesday changes to 8 R and 4 O. On Friday the employee has Jury Duty again and initially the Jury Duty event has double-time and overtime (4 D and 4 O). When the RECALCULATION service runs on Friday, it changes the Jury Duty event to 8 R and applies the double-time and overtime to Wednesday (4D and 8 O).
If the Process Order is set to Scheduled Days Then Gap Days or Attendance Then Scheduled Days Then Gap Days, you should plan to run the RECALCULATION service infrequently, typically once a week or at the end of the pay period. These options are designed for pay periods that begin with gap days, but for which the gap days should be processed last so that gap days receive weekly premiums (such as overtime after 40 hours). Running the RECALCULATION service more frequently or before the end of the period will not give an accurate result in terms of the gap day premiums.
