Quoting Overtime Hours

LASSO provides the ability to generate a quote for your customers from the Rates screen of an event. This quote includes the general information about the event, a detailed listing of each position, the hours scheduled, and any scheduled overtime or double time, and is easily exported to Microsoft Excel where additional information can be added or reformatted. With version 4.1.8, LASSO has added two new options to the existing daily overtime and daily double time options, a weekly overtime option and a California overtime mode option. The configuration options for the quote are located on the General tab of the Administration > Company Settings screen.

Please note: These Overtime configuration options apply to crew and labor that your organization hires. These settings DO NOT apply to Marketplace Labor.

In edit mode, you can enter the hour threshold after which overtime or double time begins to be calculated. In the example above, daily overtime is calculated after 8 hours and double time after 12 and California mode is disabled. Leaving a field blank will disable the calculation (shown above for the weekly calculation).

Let's take a look at three examples to understand how these settings affect the quote.

In this example, the settings have been configured to calculate daily overtime after 8 hours, daily double time after 12, and not calculate any weekly overtime. To keep things simple, this event has only one position, an A1, scheduled over 5 days:

Note that the first two days are scheduled for 14 hour shifts, so based on the selected settings we should expect to see both overtime and double time on the quote for those days. The rest of the days are scheduled for 8, 8, and 6 hours a day respectively so we shouldn't expect any overtime or double time on those days. Because we have disabled the weekly overtime calculation we also shouldn't see any weekly overtime on the quote even though the total hours for the week equals 50 hours. Here is the detail from the quote generated using these settings:

As expected, the quote reflects the scheduled hours. The first two days show the regular hours plus the 4 hours of overtime and two hours of double time while the rest of the days only have regular hours.

In this example, the settings continue to calculate daily overtime after 8 hours and daily double time after 12, but now also calculate weekly overtime after 40 hours. California mode is still disabled:

Using the same simple event we used in the first example, we can see how the system is calculating both the daily and weekly overtime and presenting it on the quote:

At first glance this quote looks pretty similar to the previous example but there are a couple important differences. The first three days are the same; they show the daily overtime and double time scheduled on the first two days (Sept. 3 and 4) and the standard 8 hours with no extra time on the third day (Sept. 5).

The weekly overtime calculation kicks in on day 4, Sept. 6. The first 4 hours of that day are regular time, because we have not yet scheduled above the 40 hour weekly threshold. On each day the system is adding up all the hours in the week to that point and comparing that total to the weekly threshold to determine where the hours should fall. Once the 40 hour threshold is met, any additional hours are placed in the OT column:

In this example, half the scheduled hours on Sept. 6 and all the scheduled hours on Sept. 7 will incur overtime.

In this example, the settings have been adjusted to only calculate weekly overtime while continuing to calculate weekly overtime after 40 hours and California mode continues to be disabled:

With these settings selected, the quote considers all hours prior to the 40 hour threshold as regular hours and therefore does not present them in the OT or DOT columns. See the image below for Sept. 3 and Sept. 4; where before the 14 hours each day were broken out into regular, overtime and double time, they are now all combined into the Hours column. Once the 40 hour weekly threshold has been met however, the additional hours are shown in the OT column as in the previous example.

In all the examples above it is important to note how the cost calculations are affected by the selected settings. The amounts charged will vary based on where the hours are presented. Overtime is calculated at 1.5x the regular rate and double time at 2x.

This new option provides flexibility for handling events in California differently than events in other parts of the world. When selected, events located in California will include daily overtime (and double time) calculations based on the thresholds entered but no weekly overtime will be calculated for these events. Events outside of California will calculate weekly overtime only based on the threshold; daily overtime will not be calculated for those events.

It is important to remember that overtime on the quote is only calculated based on hours within the specific event being quoted and does not factor in overtime that may occur as a result of a crew member's actual work. An individual may have additional overtime based on their schedule on other events.

Further, the week being used for these calculations is the work week as configured in the account settings.

How you decide to quote or bill overtime is a policy decision for your organization to make and is not connected to the laws and guidelines on how overtime and double time must be paid to employees. These settings provide the flexibility to present the information how you choose. Please contact LASSO with any questions!