Law enforcement and correctional personnel (FLSA code L) accrue overtime by working more than 160 hours during a 28-day cycle period. The primary difference between a regular biweekly workweek and the 28-day cycle is actual hours worked must be retained from the first payroll of the 28-day cycle to the second payroll so the overtime calculations is based on two pay periods.
All FLSA Code L employees must be set up for 28-day cycle employees. Employees must also be Time Sheet Required 'Y'.
If the need arises to calculate out the 28-day cycle by hand, it is necessary to have both the first and second biweekly pay periods to compute the formula accurately.
Automatic overtime is calculated for 28 day cycle employees when ACT is coded for hours worked. In the first pay period, any hours paid over 80 are automatically accrued as RHH (regular hours held). These hours are 'held' in the RHH balance so pay periods where the employee is receiving less than 80 hours paid, the system will generate GRT (generated regular hours taken) to bring the hours paid up to 80. If the employee is part time, the system will generate leave to bring their hours up to the Pay Period Hours on the employee's record, and will default to GLW (Generated Leave Without Pay Other) if they do not have any leave balances available. RHH hours can also be used as leave and will be paid off upon separation.
If an employee works in more than one position during the 28 day cycle, hours worked should be coded as REG and overtime and RHH must be manually calculated.
28 Day Cycle Worksheet (This form must be opened in Acrobat Reader once downloaded in the web browser)
Payroll Calculation Examples - 28 Day Cycle
FIRST CYCLE (a.k.a. Mid Cycle)
1. Holiday Pay (Earnings Code = HOL)
Holiday is a day of exemption from work, for which employees are paid as if they had worked. Employees receive the same number of holiday hours that they normally would have worked that day.
2. Holiday Overtime (Earnings Codes = HOA, HWL)
All hours worked on a holiday are compensated as overtime per Idaho Code 67-5302. Since 28-day cycle employees are Covered employees, they can accrue or be paid for these compensatory hours. The system will generate the additional half time from the hours coded (example: 3 hours coded = 4.5 hours compensated or accrued).
3. Overtime - Time worked over 160 hours (Earnings Codes = OTA, OTP)
Overtime is all hours worked (including holiday worked) over 160. Normally there are not enough hours worked within the first cycle to calculate overtime.
4. Leave Taken (Earnings Codes = SIC, VAC, CPT, RHT, etc.)
All paid and unpaid leave is coded on a weekly basis. Some examples of leave taken are Vacations, Sick, Comp Time, etc. Hours of leave taken will be deducted from the employee's leave balances. If there is not enough leave to cover the hours coded, the leave default procedure will be used. Earnings Codes, Time Codes, Leave Defaults
5. Regular Time (Earnings Codes = REG)
To determine the amount of regular pay, subtract all overtime hours (regular overtime and holiday overtime) from the total of hours worked. All remaining hours worked are compensated at the employee's regular rate of pay. The total hours worked will be carried over as hours accumulated, for the 28 day period, to be used in the calculation of overtime for the second pay period.
6. Regular Hours Held (Earnings Codes = RHH)
28-day cycle employees use RHH to reduce the employee's pay check down to 80 hours. These hours are held as RHH so they can be used at a later time when the employee is not getting paid a full 80 hours.
To determine the amount of RHH, take the total number of hours paid and subtract 80; the difference is the total RHH hours. Finally, the total number of hours entered as RHH must be subtracted from the regular hours in order to come up with a new Regular hour amount.
SECOND CYCLE (a.k.a. End Cycle)
Overtime is all hours worked (including holiday worked) over 160. Subtract all hours worked in the first cycle and second cycle and subtract 160 for the hours compensated as overtime accrued or paid.
If the total of hours worked carried over from the first pay period is 160 or greater, all hours worked in the second pay period would be compensated as overtime.
If the total of hours worked carried over from the first pay period is less than 160 hours, subtract all overtime generated in the second biweekly pay period from the total hours worked in the second pay period. Pay the remaining hours at the regular rate of pay. RHH may be used (RHT or GRT if generated) to bring the employee's paid number of hours to 80.
To determine the amount of RHH, take the total number of hours paid and subtract 80; the difference is the total RHH hours.
Finally, the total number of hours entered as RHH must be subtracted from the regular hours in order to come up with a new Regular hour amount.