One employee with different Pay Period Schedule

[jlim]

Using v.2.2.2

Say, an employee is setup with the following criteria for the first 3 months of the year.

1. Non-exempt type
2. No holidays/vacations/sick etc.
3. Overtime for anything over 40hrs (paid at 1.5x)

Now, this employee is now a full-time employee with full benefits (those missing above) and has overtime paid at regular rate.

Is it better to create another employee id # with same login (is this even possible to re-use the same login/password)

OR

just change the status from non-exempt to exempt (assuming I have these 2 status already pre-defined?

If the latter approach is taken in a mid-schedule period, what are the consequences?

What's the best way to handle this?

Thanks.

[shaunw]

You definitely don't want to create a duplicate employee in TimeTrex to handle this. You will lose all history of the previous employee, and reports won't match up.

All you need to do is change the employee from one policy group to another. You need to do this on or after the day in which you want the change to occur. If you do it after the day, you can go to the employees timesheet and use the "Select Action" dropdown in the lower right hand corner of the employees timesheet to recalculate the employees timesheet for ONLY the pay period you are currently on. This will re-apply all policies for that date range.

[jlim]

*************************************************************
You need to do this on or after the day in which you want the change to occur.
*************************************************************

Can you elaborate more on this?

Say I have 2 schedule - WEEKLY and SEMI-MONTHLY.

Assume the payroll period is as follow:

[WEEKLY]
Jan 1 - Jan 7
Jan 8 - Jan 14
Jan 15 - Jan 21
Jan 22 - Jan 29

[SEMI-MONTHLY]
Jan 1 - Jan 15
Jan 16 - Jan 31

Say the employee was initially set for WEEKLY and have filled in up until Jan 15 - Jan 21. And this timesheet has been approved.

Now, he's switched to SEMI-MONTHLY.

How will TimeTrex handle this situation when he fills in Jan 16 - Jan 31? Is he going to skip Jan 16,17,18,19,20,21 and just fill in 22 to 31?

What about if initially on WEEKLY, he doesn't have any HOLIDAY. Now assume there's a special holiday somewhere between Jan 16 to Jan 21, and HR agrees to retroactive his benefits, BUT just from the current pay period onwards. So, basically from Jan 16 onwards.

Since his previous timecard is already approved while on WEEKLY, and he didn't get paid for this *special* holiday, how should I use TimeTrek to handle this situation?

Thanks.

[shaunw]

You would simply switch the employee to the new pay period schedule and policy group, and recalculate just the pay period that you want the new policies to take effect in.

So in your example you would recalculate Jan 16 to Jan 31, and TimeTrex would apply the new policies for just that pay period. (including adding any holidays that they may now be eligible for) It has to be the entire pay period though of course, you can't make this change for just half a pay period.

If he has already entered time up until Jan 21st, TimeTrex will recalculate from the 16th to the 31st applying the new policies retroactively back to the beginning of the pay period (16th) of course. It doesn't matter if his timesheet has been verified or not.