Question / Issue

Hours are not adding up as I want/expect.

TimeClock Plus has the ability to calculate hours in many different ways to accommodate the needs of different companies. Because of this, the default configuration may not be what you need. Below are some of the most common reasons for total hours not adding as expected, and ways to adjust those settings.

  • Hours/Minutes vs. Hour/Decimal
  • Overtime Settings
  • Calculation Modules

 

Answer / Solution

Hours/Minutes vs. Hour/Decimal

Total hours are calculated by converting from hours and minutes to hundredths. This conversion ensures that rounding does not cause errors in the final total for the shift. Hours are always added in hours and minutes and the resulting total will be converted to decimal if desired.

Take for example three 1 minute shifts. In minutes, it is a simple calculation of 0:01 + 0:01 + 0:01 = 0:03. In hundredths, the calculation is 0.02 + 0.02 + 0.02 = 0.06 (since 1 minute is 0.02 in hundredths), but TimeClock Plus will display the total as 0.05 because 3 minutes is the actual total (3 minutes is 0.05 in hundredths). If TimeClock Plus were to show 0.06 as the total, the resulting weekly total might show an odd value for hours worked (e.g., 40.01 or 39.99).

To change the format of the hour totals to “hours and minutes” in the reports, go into the Reports (Reports > Pay Period), click Options, and select Minutes under Hour format.

 

If reports must be printed in hundredths then it is recommended that they are printed with more than two decimal places to reduce the rounding discrepancies. If three decimal places were used in the example earlier (the example with three 1 minute shifts) then the report would show 0.017 + 0.017 + 0.017 = 0.0500. To increase the number of decimal places, go into the reports (Reports > Pay Period), click Options, and change the Precision.

 

Overtime Settings

The Overtime tab (Employee > Add/Edit > Overtime) has several options to help you calculate overtime for employees. A few of these options may change the way total hours are represented: by either ignoring regular hours, or by giving you an overtime total that is different than expected.

When checking the overtime settings, there are three main things to check for:

  • The Ignore regular hours for this individual box is only checked if needed.
  • You have the proper Overtime Calculation set (Weekly, Daily, Both Daily and Weekly, etc.)
  • You have the Overtime Settings (“Overtime after X hours:minutes…”) set correctly.

Calculation Modules

At times, a Calculation Module may be used to help achieve a specific payroll scenario. If the user is unaware that these are in place, it can be confusing when viewing the hour. If you’re not sure if you have a calculation module in place, please speak with your account representative at 1-800-749-8463.

One example of a calculation module is the Include Overtime in Regular Hours module. This module is put in place when employers want to view overtime in reports or export files as XX number of regular hours and XX number of ‘half’ hours. For example, an employee earns overtime after 40 hours in the week. If the employee works 45 hours, TimeClock Plus typically reports 40 Regular Hours and 5 Overtime Hours. With the Include Overtime in Regular Hours module, the reports and exports would show 45 regular hours, and 5 hours of half time, or half the hourly rate. The end result will be equivalent to the standard method TimeClock Plus displays the hours in, but how the hours and rates are displayed will be different.

In situations where a calculation module is known to be involved, it’s best to refer to the documentation of that specific module.

 

Applies to

4.2, 5.0, 6.0, Web 3.0

Why don’t my hours add up correctly?
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