Overtime Distribution - OTD

In the process of submitting hours worked into the payroll, an agency has the ability to specify the cost center (PCA, Index, Grant/Project).  This capability is significant where the hours being submitted will generate “overtime”.
 
The payroll process is designed to compute overtime thus relieving the agency payroll clerks of the task of determining the number of hours of overtime paid, comp time accrued, etc.  Because automatic overtime calculation process computes all overtime, it will designate which of those actual hours submitted will be considered overtime and charge the cost centers associated with those hours.  Consequently, in the instance where the agency wants to specify which cost center to charge, this automated process results in the agency losing control over which cost center should be charged for the overtime hours.
 
To charge specific cost centers for all or some of the overtime worked, the earnings code OTD – Overtime Distribution should be used.  By coding OTD, an agency specifies the number of overtime hours and the cost center to be charged for the overtime hours that has been calculated by the payroll system.
 
Example #1
 
Agency ‘A’ wants to specify hours worked on Sunday as the first hours to be designated as overtime:
 
Earnings
Code
SUN
MON
TUE
WED
THU
FRI
SAT
TOTAL
Cost Center
 
 
 
 
 
 
 
 
 
 
OTD
6
 
 
 
 
 
 
6
1101 0101000
ACT
 
8
8
 
 
 
 
16
1102 0102000
ACT
 
 
 
8
8
 
 
16
1103 0103000
ACT
 
 
 
 
 
10
 
10
1104 0104000
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
48
 
 
In this example Agency ‘A’ wants overtime, up to 6 hours, to be charged to cost center 1101 0101000.
 
The payroll overtime calculation routine identifies a total 8 hours of overtime.
 
The payroll system will disperse the hours designated as OTD in the following manner:
  • The FIRST 6 hours of overtime will be charged to 1101 0101000. 
  • The remaining 2 hours of overtime calculated during the payroll process (total of 8 hours overtime), are charged to the LAST time entry received - in this case the cost center would be 1104 0104000.
  • Once all payroll calculated overtime hours are identified and dispersed, all remaining hours designated as overtime OTD are converted to regular hours worked.  In this example all overtime hours designated have been accounted for, no conversion is necessary. 
 
Example #2
 
Agency ‘B’ wants to specify any hours over 8 per day as overtime and charge those hours to specific cost centers:
 
Earnings CodeSUNMONTUEWEDTHUFRISATTOTALCost Center
          
ACT 88886 383301 0101000
OTD 22    43501 0101000
OTD   2   23601 0101000
OTD     1 13702 0102000
          
        45 
 
 
In this example Agency ‘B’ wants the 7 hours worked in excess of 8 hours per day to be designated as overtime.
 
However, the payroll overtime calculation routine identifies only 5 hours of overtime.
 
The payroll system will disperse the hours designated as OTD in the following manner:
  • Working from the LAST entry it charges 1 hour of overtime to cost center 3702 0102000.
  • Then, it charges 2 hours of overtime to cost center 3601 0101000. 
  • The remaining 2 hours of overtime calculated during the payroll process (total of 5 hours overtime), are charged to cost center 3501 0101000.  
  • Once all payroll calculated overtime hours are identified and dispersed, all remaining hours designated as overtime OTD are converted to regular hours worked. Therefore, the other 2 hours, originally designated by the agency as overtime, are charged as REGULAR hours worked to cost center 3301 0101000. 
 
Note:  Only HOURS WORKED can be designated as OTD time.  Any hours submitted for Vacation, Sick Leave, Comp Time Taken, etc. will be processed exactly as they have been entered.