Excluding earning codes from proration
This option applies only to companies that use e-timecard in standalone mode. If you check the Calculate Prorated Hours box on the e-timecard Initialization screen, Interface Options tab, then turn on the proration option at the employee type level, the export program calculates prorated time card hours based on the standard hours for the employee type divided by the actual hours entered by the employee. You can select on an earning code by earning code basis to exclude certain hours from the proration calculation.
For instance, your company may choose to exclude hours charged to any “non-working” earning codes, meaning vacation, sick, and holiday. Any earning code can be excluded from proration calculations, so the way that you apply this option is entirely up to you.
Example
In the following example of how the option to exclude earning codes from the proration calculation works, we assume the following.
The Vac earning code has been set up to be excluded from proration calculations, but the Reg earning code has not.
The employee type’s standard weekly hours are 40.
The Minimum Hour Interval field on the e-timecard Initialization screen is set to 0.10. The export program uses this setting to round hours in the proration calculation.
The Interface in Summary check box on the e-timecard Initialization screen, Interface Options tab is selected. This means that the export program generates the ASCII file by summary for each job/earning code combination.
The employee makes entries on a time card that result in the following job/earning code combination hour summaries. Remember that the export program writes hours to the archive table exactly as the employee enters them on the time card, and the archive does not contain prorated hours. The hours shown in the Total column below are the summary hours that the export program writes to the ASCII file, along with the prorated hours.
|
Time card as entered by employee |
||
|
Job |
Earning code |
Total |
|
12345-01 |
Reg |
25.50 |
|
12345-20 |
Reg |
10.50 |
|
12345-40 |
Reg |
2 |
|
12345-50 |
Reg |
3 |
|
99999-20 |
Vac |
8 |
|
Total |
|
49 |
When you run the export, the program calculates the factor to prorate as follows.
(standard hours - excluded hours)/
(total time card hours for period - excluded hours)
= (40 - 8) / (49 - 8)
= 32 / 41
= 0.78048780
To calculate the prorated time card hours, the export program multiplies the prorate factor by the total hours for each job/earning code, then rounds to the minimum interval. The program applies the factor only to those hours entered to the Reg earning code, excluding the Vac earning code from the calculation. The results are as follows.
|
Prorated time card |
||
|
Job |
Earning code |
Total |
|
12345-01 |
Reg |
19.90 |
|
12345-20 |
Reg |
8.20 |
|
12345-40 |
Reg |
1.60 |
|
12345-50 |
Reg |
2.30 |
|
99999-20 |
Vac |
8.00 |
|
Total |
|
40.00 |
The hours shown in the Total column are the prorated summary hours that the export program writes to the ASCII file.
Note: The total time card hours in the proration calculation must equal the employee type’s standard hours, which in this example are 40. If necessary, the export program adjusts any rounding discrepancies to the first line on the time card that is involved in the proration.