Overview
In ClickTime Australia, the payroll recalculation process ensures that any changes to timesheets, leave entries, or overtime rules are reflected in your payroll data before export. This function is essential for maintaining accuracy, preventing underpayments or overpayments, and meeting Fair Work compliance requirements. Use this feature after making adjustments to employee records to ensure your payroll reports and costing breakdowns are fully up to date.
Why you need to recalculate
All overtime and payroll calculations in ClickTime are automatically calculated when timesheet records are approved, including penalty rates and hours spanning with different rates. However, if there are any changes made to the employee's pay rate, overtime or payroll templates and other changes, it is necessary to recalculate these figures based on the new updated values. This ensures accurate and up-to-date calculations reflecting any modifications that have been made.
When do you need to recalculate
- Change Template Data. When changes are made to the template rules, including the span of hours, multipliers, or the assigned payroll category.
- Remove Template. When the current overtime template assigned to an employee is removed or unassigned.
- Reassigned to different template. When employees are moved or reassigned to a different overtime or pay template.
- Pay rate. When changes are made to the employee's pay rate (dollar amount).
- Pay cycle/period. When employees are moved or reassigned to a different pay cycle.
- Start of week. If you are using weekly overtime template and not using pay cycles/period to manage your payroll and export, changing your Start of Week will make your current timesheet overtime calculations incorrect & invalid. You need to go to the Pay Sheet or Time Attendance > Export tab and select the date range that needs to be recalculated and click on Recalculate button.
In these scenarios, it is important to perform recalculation to ensure accurate calculations and reflect the updated changes throughout the system
Recalculate previous pay periods & timesheet records
When you assign an overtime or pay template to your staff or when you reassign an employee to a different template, the template rules will automatically apply to future days. However, it's important to note that the template will not be applied to previous days or pay periods. To address this, you have two options
1. Recalculate Previous Days and Pay Periods:
If you need to apply the overtime template to past days or pay periods, you can recalculate them. Simply visit the Pay Sheet page or the Export page and initiate the recalculation process. The system will accurately recalculate the overtime based on the template rules.
2. Unapprove & approve method the timesheet records.
If you need to calculate Overtime for an employee, then on time attendance page > time card tab, select the desired date range, select all records within the selected range , rejected or return the records to a "Pending" state, and then re-approve the selected record. This process will do all necessary payroll and overtime calculation based on the currently assigned pay & overtime templates.