Labor Tracking &
Overtime Settings

The Labor Tracking Report allows BackOffice managers to monitor each employee’s overtime, double time, and total hours worked in one report. Once overtime settings are initially configured for the business in compliance with state and regional laws, managers verify employee clock punches in the Time Clock each pay week to make sure records are correct, then run the Labor Tracking Report for an overview of all hours worked, including overtime and double time.

Table of Contents

Set Up Overtime Settings

Initial setup of overtime settings in BackOffice must happen before running the Labor Tracking Report for the first time. These settings determine the start of your pay week and how the report will calculate overtime and double time hours. Settings take effect at the start of the following pay week and apply to hours worked from that point forward.

  • Not performing the steps in this section will prevent you from running the Labor Tracking Report.
  • Check your local overtime and double time laws with the US Department of Labor.
    1. In BackOffice, click ‘Settings’ and select ‘Overtime Settings’.
    2. Set the start of the pay week.

      This is the day that begins your pay period. Pay weeks are used to determine weekly overtime and double time hours on the Labor Tracking Report. Once saved, this day cannot be changed.

      a From the drop-down, select the first day of your pay week.
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      b Review the message box and click ‘I understand’ to confirm.
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    3. Set rules for when overtime and double time hours are earned.

      Apply overtime after an employee works a specific number of hours in a day or pay week or apply double time after they work a certain number of hours in a day.

      Check your local overtime and double time laws with the US Department of Labor.

      a Check the box to enable a rule.
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      b Enter a number of hours as a threshold for the rule.
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      c (Optional) Repeat a – b for each additional rule needed.
    4. Choose how to handle overtime when an employee works seven days in a pay week.

      Select from:

      • No seventh day rule
      • Overtime
      • Overtime for the first eight hours and double time for the remaining hours.
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    5. Click ‘Save’.

      Settings activate at the start of the following pay week and apply to hours worked from then forward. After saving, a banner will confirm when your overtime settings take effect.

    Verify Employee Hours

    Verify employee time clock punches each pay week before running the Labor Tracking Report to ensure the report will display the correct data. If clock punches are missing or incomplete, the report will not reflect the actual hours employees worked.

    Visit our Time Clock article to learn how employees clock in and out at the register.

    1. In BackOffice, click ‘Staff’ and select ‘Time Clock’.
    2. Click the date icon to choose a preset or custom range, then click ‘Retrieve’.
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    3. Review the report to make sure all employee hours are correct.
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    4. Fix mistakes on the report.

    Labor Tracking Report

    The Labor Tracking Report in BackOffice gives a view of employee overtime, double time, and total hours worked based on clock punches recorded in the Time Clock and the overtime settings configured.

    Run the Report

    From BackOffice, run the Labor Tracking Report for an overview of the hours each employee worked. The report provides data for any number of pay weeks occurring after overtime settings have gone into effect, however historical data from before overtime settings were activated is not available.

  • Before running this report for the first time, you must set up overtime settings and wait for them to take effect.
  • You must verify employee hours every time you run the report to ensure it will display correct information.
    1. In BackOffice, click ‘Staff’ and select ‘Labor Tracking’.
    2. Click the date icon to select a range, then click 'Retrieve'.
      • The report supports ranges of one or more pay weeks occurring after overtime settings have taken effect. Historical data from before overtime settings were activated is not available.
      • A partial week range can only be selected for the current pay week.
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    If your overtime settings have not yet gone into effect, you will be unable to select a date range. A banner will show when the report will be available to run.

    Read the Report

    The Labor Tracking Report is grouped by employee and shows each person’s overtime, double time, and total hours worked in decimal* format for a range of pay weeks.

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    *Note: Decimals represent fractions of an hour, NOT total minutes. For the number of minutes, multiply the decimal by 60. For example, 8.1 hours is 8 hours and 6 minutes (0.1 x 60).

    Total (top row) | Total for each column of the report.
    Base Hours | Number of hours worked by the employee not subject to overtime or double time. This is Total Hours minus Overtime Hours and Double Time Hours.
    Overtime Hours | Number of daily and weekly overtime hours accrued by the employee based on the overtime settings in effect when those hours were worked.

    Daily overtime is calculated first, then weekly overtime. Weekly overtime is determined by subtracting total daily overtime and double time hours from ‘Total Hours’, then subtracting the weekly overtime threshold. If the result is positive, it is counted as weekly overtime.

    Double Time Hours | Number of double time hours accrued by the employee based on the overtime settings in effect when those hours were worked.
    Total Hours | Total number of hours worked by the employee.

    Export and Print

    View Labor Tracking Report data outside of BackOffice by either exporting it to analyze in your own spreadsheet software or printing it in our printer-friendly format that can be printed or saved.

    Export the Report

    1. Click 'Export'.
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    2. Wait for the export to be generated. Check the box to be notified by email when exports are ready for download (optional).

      Exports ready in a few seconds will automatically download. Click ‘Close’ to close the message box.

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      Exports that take more than a few seconds to generate are downloadable via the Export Center when ready. Click ‘OK’ to close the message box.

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    3. After downloading, the export is ready to open in any spreadsheet software.
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    Print the Report

    1. Click 'Print'.
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    2. Wait for the report to open in a new browser tab.
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    3. Click 'File' on the web browser’s menu, then 'Print'.

      Or choose to save the print view as a PDF for easy sharing.

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