How does FlowLogic work out overtime, out of span and penalty rates?

Key Points

FlowLogic works out ordinary hours, penalty rates, overtime, out of span, public holidays, sleepovers and wake-ups from each staff member's Cost Category.
FlowLogic exports hours against export codes. Your payroll system applies the dollar rates, so pay rates must also be correct there.
Your organisation sets the rates, times and thresholds in Cost Categories. FlowLogic applies them to the timesheets.
Award rate increases aren't applied automatically. Update your payroll system first, then your Cost Categories.
Most "wrong rate" problems come from the Cost Category setup, the roster or the timesheet. Use the checklist below before contacting Support.

How a timesheet becomes pay lines

The staff member's Default Cost Category (or a cost override on the shift) decides which rules apply.
Each rate on the Cost Category covers set days and times, such as weekday ordinary, evening, night, Saturday and Sunday. These are your penalty rates.
FlowLogic splits the timesheet hours across those rate windows, then applies overtime, out of span, public holiday, sleepover and allowance rules.
Each pay line is exported with its export code for your payroll system.

When a shift runs across two rate windows, such as evening into night, FlowLogic splits the hours between the two rates. If Apply Higher Rate to Whole Shift Duration is turned on for the Cost Category, the whole shift is paid at the higher rate instead. This only works when the rates on the Cost Category have priorities set.

To change rates, windows or export codes, see How do I add or duplicate a cost category? and How do I set up allowances?

Overtime

Daily and weekly overtime are set on each Cost Category. Overtime must be turned on there, or no overtime is calculated.
Daily overtime starts after the daily limit you set, for example after 10 hours in a day.
The weekly limit is entered in minutes, for example 2280 minutes for 38 hours. On a fortnightly pay cycle the limit is doubled for the fortnight.
Hours already paid as daily overtime or out of span don't count again towards weekly overtime, and only one overtime rate applies to any hour.
If a shift starts before the minimum break between shifts has passed, it's paid as overtime.

Out of span

In FlowLogic, out of span hours are paid at double time (Overtime 2). FlowLogic pays hours as out of span when:

They go past the weekly limit and weekly out of span is turned on. Weekly out of span is a separate setting from weekly overtime on the Cost Category. If it's off, hours past the weekly limit stay at the weekly overtime rate.
They're more than 12 hours after the start of a broken shift. See below.
There's less than 8 hours' break after a sleepover. The next work goes straight to out of span. Your organisation can ask Support to turn this rule off.

Out of span is worked out for each part of a shift, so a long overnight shift isn't added up as one block.

Broken shifts

A broken shift is a later shift that starts after a break, within 12 hours of the start of the first shift. A shift that starts more than 12 hours later is a new shift.
Until the break is long enough to end the broken shift, the work counts as one continuous shift for daily overtime.
Work after the 12 hours is paid as out of span.
The length of break needed is set for your organisation by FlowLogic Support.
Broken shift allowances are set up in the Cost Category's Allowances, each with its own export code. If there's a second break in the same 12 hours, the broken shift 2 allowance replaces the first one rather than being paid as well.
Shifts at the end of the previous pay period are taken into account.

Public holidays

Public holidays aren't loaded for you. Add them in the Roster Schedule under Public Holidays. See How do I set up public holidays on the Roster Schedule?
A holiday only applies to staff whose staff record Area matches the holiday's location.
The Cost Category needs public holidays turned on and a public holiday rate or export code. Otherwise the hours export as normal hours.
Public holidays change pay only. Update billing codes on public holiday shifts yourself.

Sleepovers and wake-ups

Roster an overnight shift as one shift with its real start and end times. FlowLogic splits it at midnight into two linked halves and shows the moon icon on the first half. The moon icon is what pays the sleepover allowance.
Staff should clock on and off once and submit one timesheet for the whole overnight shift. Clocking off at midnight or submitting two timesheets causes wrong pay.
The sleepover time range, such as 10pm to 6am, comes from the Cost Category.
Staff record the total wake-up time on their timesheet. Wake-ups are paid at the wake-up or overtime codes on the Cost Category. They aren't billed automatically.

See How do I create an overnight or sleepover shift?

Why does a rate look wrong?

Check these before contacting Support:

Overtime isn't turned on, or the weekly limit isn't set on the Cost Category.
Weekly out of span isn't turned on, so hours past the weekly limit stay at overtime, not double time.
There was less than 8 hours' break after a sleepover, so the next work was paid as out of span.
The timesheet was split at midnight, so the part before midnight was paid at the evening rate. Merge the timesheets to get the night rate.
Apply Higher Rate to Whole Shift Duration is on but the rates have no priorities, so the higher rate isn't applied.
Two rate windows overlap, such as night and ordinary hours. Both apply, which doubles hours and can push them into overtime.
A rate has no export code, such as weekend rates, so the hours export at the ordinary rate.
A rate label is wrong, so the calculation is right but the export looks wrong.
There's no ordinary rate on the Cost Category, so rates based on it calculate as zero.
The public holiday isn't set up, has no location, doesn't match the staff record Area, or the Cost Category has no holiday rate.
The overnight shift is missing the moon icon, or was rostered as two separate shifts.
The overnight shift has more than one timesheet, or the timesheet was split at midnight.
A cost override is on the first shift of a timesheet, so the whole timesheet uses that Cost Category. Keep overridden shifts on their own timesheet.
Two broken shift allowances use the same allowance type, so both are paid.
Timesheets or breaks overlap, or have the wrong times.
The dollar rate is out of date in your payroll system.

If everything checks out, contact FlowLogic Support with the staff member, the pay period and the line you expected. Some payroll rules apply across your whole system and can only be changed by Support.