The FLSA Eligible OT Wages & Hours report identifies employees eligible for overtime under FLSA guidelines. To ensure accurate data, complete the following setup steps.
Report Criteria
- Includes employees not marked “Exempt From Overtime.”
- Pulls labor history records with Pay Codes flagged as “FLSA Hours.”
- Displays employees with more than 40 hours in a 7-day workweek.
- Uses the highest Pay Rate from any labor record with Earn Code “O” during that week.
- Report fields:
Employee No, Employee Name, Pay Period, Week Start/End Dates, FLSA Hours, FLSA Pay Rate, Eligible FLSA OT Hours, Eligible FLSA OT Wages. - Generates 52 weeks from the entered start date.
Setup Steps
- Verify Employee Overtime Status
- Navigate to:
Payroll > Payroll Maintenance > Employee Maintenance > Employee Data - Click the Payroll button.
- Confirm the “Exempt From Overtime” checkbox is correct for all employees.
- Optional: Review this by running the Standard Legacy Report FPR10 #6 – Overtime Parameters Setup Macro (Excel).
- Navigate to:
- Configure Pay Codes
- Navigate to:
Payroll > Payroll Maintenance > Payroll Setup > Pay Code Setup (PR) - For each Pay Code that counts as actual time worked under FLSA:
- Select Pay Code from dropdown.
- Check “FLSA Hours” box.
Repeat for all applicable Pay Codes.
NOTE: PTO, Sick, Vacation, Bereavement, and Jury Duty typically do not count as actual time worked. Refer to Fair Labor Standards Act (FLSA) Section 7 for details.
- Navigate to:
Generate the Report
- Navigate to:
Payroll > Custom Legacy Payroll Menu > Custom Payroll Menu - Select:
Payroll – User Reports Standard > FN PR Reports Page 2 > FPR15> 14 FLSA Eligible OT Hours Wages (Excel) - Enter the first day of the payroll year when prompted.
- Choose a folder to save the report.
(File name auto-generates based on start date.)
Reviewing the Report for NULL Values
After opening the report, check for any NULL entries in the Pay Rate column.
What a NULL Pay Rate Means:
- The employee is FLSA eligible for overtime, but there were no overtime Pay Codes recorded for that week.
How to Investigate:
- Verify Employee Setup:
- Confirm the “Exempt From Overtime” checkbox is correctly marked in Employee Maintenance.
- Review Labor Entries:
- Check the employee’s labor records for that week to ensure they are complete and accurate.
- Check Pay Code Settings:
- Make sure all applicable Pay Codes for this employee have the “FLSA Hours” box checked in Pay Code Setup.
Correcting Pay Rates & Calculating Wages
- If Pay Rate needs correction, calculate:
Eligible Hours × Pay Rate × 0.5 - Add subtotals at each change in employee number or name:
- In Excel, go to Data > Subtotal
- Settings:
- At each change in: EmployeeNo
- Use function: Sum
- Add subtotal to: Eligible_FLSA_OT_Wages
- Replace current subtotals: Checked
- Summary below data: Checked
- Click OK.