What is a Time & Labor Rule? 

Time & Labor rules run whenever Time Administration runs, and systematically apply logic based on the definition above. 

In general, a Time & Labor rule can be defined as:

• For <a defined employee population>
• Whenever <hours meeting defined conditions are reported>
• Then <defined modifications happen>

Rules do not modify Reported Time on the Timesheet, so modifications can only be seen in Payable Time. (this is just one of the reasons why it is vitally important Payable Time is reviewed for accuracy before payroll runs) 

New IUOE Overtime Rule Description:

• For all IUOE bargained employees
• Punch:
• Whenever the Sum of approved time (ECA, ECW, FRL, HPB, HWD, JRD, OTR, UBS, UNV, VAC time reporting codes, punched REG, negative elapsed REG), less approved time (OLP, OTH, OTP), exceeds 43.5 hours.
• Then Hours in excess of 43.5 is changed to OTP
• The reason this is not 40 is to give some space for the lunch breaks and incremental minutes that result from punching in/out for work shifts.

• Elapsed:
• Whenever the Sum approved time (ECA, ECW, FRL, HPB, HWD, JRD, OTR, UBS, UNV, VAC, REG), less approved time of OLP, OTH, exceeds 40 hours.
• Then the hours in excess of 40 is changed to OTP.
• The threshold is 40 in this case as worked hours reported are exact.

HOM is not included in the rule calculation as it is only included if an employee works all their appointment hours in the week. Departments will need to take this into consideration when reporting OT for weeks where HOM reported. 

Important Reminder about OT Rules for all Employee Types:

OT Rules are meant to be used as a fail safe only! The OT Rules ensure an employee is not under paid for any OT due to them (in compliance with the Fair Labor Standard Act) but will likely result in an inaccurate paycheck and potential overpayment which will then need to be corrected by the department. (The OT Rule will take the last hours it counts in the week and switch them to OTP which more times than not is not where the OTP should actually be reported)

Prevent over payments and corrections: Always run the OT Rule audit queries (“MTL_PAYABLE_RULEOT_DEPT”, “MTL_PAYABLE_RULEOT_EMP”,  “MTL_PAYABLE_RULEOT_GRP”)  prior to the time entry cut-off day, to ensure no OTP is being created by the OT rules. If employees show up in the query results, correct the reported time so the appropriate OTP is on the timesheet. Then wait an hour and run the query again to make sure those employees are no longer showing up in the results.

We’ve been working on updating our holiday resource documents and video’s and creating holiday scenario documents for each employee type. These new and updated resources will be sent out next week for your review and feedback so be on the lookout for that.

In addition, we are planning to have Holiday time reporting overview sessions on zoom in the coming weeks. The schedule for those will be sent out next week as well along with zoom links and links to the newly updated holiday resource documents.

The November 2023 Payroll Calendar is now available on the MMHR website. To receive Outlook payroll calendar reminders, follow these instructions to add the Outlook calendar Michigan Medicine Payroll Cutoffs & Due Dates.