Overview
When I Work enables you to enter wage information for each user and position you have added to your account. Wage information is useful to help forecast your labor costs while scheduling. Wage information is also available in timesheet exports and pay period summary exports.
Considerations
All wage calculations in When I Work are provided for estimation purposes only. When I Work recommends any wage calculations used to pay users be performed using your payroll provider using hours worked from When I Work.
If you do not use a payroll provider, always review data exported from When I Work. In addition, use the following as guidelines to ensure the most accurate estimates:
- Keep wage information for users up to date
- Verify there are no missing time sheet entries, especially for worked time and paid time off
- Verify you are accounting for local regulations
- When I Work calculates weighted average overtime on weekly and biweekly pay periods. If you have monthly or twice a month pay periods, you may need to account for weighted average OT to adhere to local regulations
- Verify any custom exports you have created do not filter to omit certain hours.
Wage updates made to a user in When I Work take effect upon the very next worked shift. It is not currently possible to schedule a wage change to take effect on a certain date.
Overtime Calculations
When I Work automatically calculates overtime based on weekly and daily thresholds configured by the admin or manager.
- When I Work can calculate weekly, daily, and daily double overtime.
- Paid Time Off does not count towards accruing hours for Overtime.
- Each minute of worked time can only be counted as one hour type: Daily Double, Daily Overtime, Weekly Overtime, or Regular Hours.
- This means that daily overtime does not count toward weekly overtime accrual.
- This also means that overtime rates do not pyramid or stack on top of one another.
Types of overtime
The overtime pay rate multiplier applies to the hourly wage for the position you’re working during the overtime hours.
| Overtime type | Weekly overtime |
| Hourly rate multiplier | 1.5 times the hourly rate |
| Default threshold | 40 hours |
| When does overtime start over? |
At the start day of the work week set in the General Settings. The default pay period cutoff time is midnight. |
| Overtime type | Daily overtime |
| Hourly rate multiplier | 1.5 times the hourly rate |
| Default threshold | Disabled |
| When does overtime start over? | Daily at the pay period cutoff time. The default is midnight. |
| Overtime type | Daily double overtime |
| Hourly rate multiplier | 2 times the hourly rate |
| Default threshold | Disabled |
| When does overtime start over? | Daily at the pay period cutoff time. The default is midnight. |
| Overtime type | Hourly rate multiplier | Default threshold | When does overtime start over? |
| Weekly overtime | 1.5 times the hourly rate | 40 hours |
At the start day of the work week set in the General Settings. The default pay period cutoff time is midnight. |
| Daily overtime | 1.5 times the hourly rate | Disabled | Daily at the pay period cutoff time. The default is midnight. |
| Daily double overtime | 2 times the hourly rate | Disabled | Daily at the pay period cutoff time. The default is midnight. |
Overtime example
In the following examples, assume that:
- The weekly overtime threshold is set to 40 hours.
- The daily overtime threshold is set to 8 hours.
- The daily double overtime threshold is set to 10 hours.
| Example shift | Roaster for 8 hours |
| Pay rate |
|
| Total weekly hours | 8 |
| Example shift | Roaster for 11 hours |
| Pay rate |
|
| Total weekly hours | 19 |
| Example shift | Barista for 10 hours |
| Pay rate |
|
| Total weekly hours | 29 |
| Example shift | Roaster for 8 hours |
| Pay rate |
|
| Total weekly hours | 37 |
| Example shift | Barista for 8 hours |
| Pay rate |
|
| Total weekly hours | 45 |
| Example shift | Pay rate | Total weekly hours |
| Roaster for 8 hours |
|
8 |
| Roaster for 11 hours |
|
19 |
| Barista for 10 hours |
|
29 |
| Roaster for 8 hours |
|
37 |
| Barista for 8 hours |
|
45 |
Weighted Average Overtime
If a user works more than one position with different pay rates in a work week, When I Work calculates a user’s overtime using the weighted average wages of the positions worked.
- Weighted average overtime is currently only supported on weekly or every two week pay periods.
- This is only calculated on the pay period exports.
Calculations
Calculate weighted average overtime by following these steps:
- Calculate the ratio of hours worked across all positions worked. Divide the hours worked in a certain position by the total worked hours.
- Find the number of overtime hours attributable to each position. Take the total number of hours worked in the week and subtract by the weekly overtime threshold. Then multiply by the ratio of hours worked for that position.
- Find the regular worked hours for each position. Subtract the total hours worked in a position from the number of overtime hours that are attributable to that position.
- Calculate the regular pay for each position by multiplying the regular hours by the the position’s wage rate. Then calculate overtime hours for each position by multiplying the overtime hours by the positions wage rate multiplied 1.5
- Calculate the attributed pay. Add together the regular and overtime pay for each position.
Example calculation
In this example:
- The user works two different positions during the week:
- Roaster at $20/hour for 8 hours.
- Barista at $10/ hour for 40 hours.
- The account’s weekly overtime threshold is set to 40 hours/week.
- Calculate the regular earnings for each position worked:
Position Roaster Calculation $20 x 8 = $160 Position Barista Calculation $10 x 40 = $400 Position Calculation Roaster $20 x 8 = $160 Barista $10 x 40 = $400 - Add these together, then divide by total hours worked to get weighted average rate:
Action Add together Calculation $160 + $400 = $560 Action Divide by total hours Calculation $560/48 = $11.67 Action Calculation Add together $160 + $400 = $560 Divide by total hours $560/48 = $11.67 - Multiply weighted average rate by 1.5 to get weighted overtime rate:
$11.67 x 1.5 = $17.51 ($17.505 rounded up) $11.67 x 1.5 = $17.51 ($17.505 rounded up) - Multiply the overtime rate by the number of overtime hours to get overtime earnings:
$17.51 x 8 = $140.08 $17.51 x 8 = $140.08 - Multiply the weighted average rate by the number of non-OT hours to get regular time earnings:
$11.67 x 40 = $466.80 $11.67 x 40 = $466.80 - Add overtime earnings plus regular time earnings to get total pay amount:
$140.08 + $466.80 = $606.88 $140.08 + $466.80 = $606.88