Automation for Hourly Staff

Automatically calculate pay for hourly staff using rota schedules and timesheets, with built-in overtime, breaks, and rate calculations.

How automation works

For hourly employees, the system automatically calculates:

• Current month hours: Hours worked, paid holiday hours, bank holiday hours, TOIL holiday hours
• Provisional hours: Contracted hours from rotas, paid holiday hours, bank holiday hours, TOIL holiday hours
• Last month adjustments: Reconciles contracted hours paid vs. hours actually worked, plus holiday hours
• Overtime: Tracked separately in the “Others” section
• Sickness: Leave records displayed for reference

Current month calculations

Formula: Total Hours = A + B + C + D

• A. Hours Worked: Actual timesheet entries for the current period
• B. Paid Holiday Hours: Approved paid leave taken
• C. Bank Holiday Hours: Statutory bank holidays falling in the period
• D. TOIL Holiday Hours: Time off in lieu taken as holiday

Provisional hours (future planning)

Formula: Provisional Hours = E

• E. Contracted Hours: Hours scheduled on the rota from current date to month end
• F. Paid Holiday Hours: Approved future paid leave
• G. Bank Holiday Hours: Upcoming bank holidays
• H. TOIL Holiday Hours: Planned TOIL usage

Leave hours after cut-off (F/G/H) are reconciled next month via the Adjustment.

Last month adjustments

Formula: Adjustment Hours = (J + K + L + M) - I

• I. Contracted Hours (Paid Last Month): What was provisionally paid
• J. Hours Worked: What was actually worked
• K. Paid Holiday Hours: Actual paid leave taken
• L. Bank Holiday Hours: Bank holidays that occurred
• M. TOIL Holiday Hours: TOIL actually used

This adjustment ensures employees are paid correctly for the previous month’s actual hours vs. what was provisionally paid from the rota.

Additions & deductions

Track extra payments and deductions:

• Additions: Bonus, Commission, Tips
• Deductions: Professional Registration, Benefits/Perks Scheme, Charitable Donations

Quick tips

• Ensure timesheets are approved before payroll export.
• Review adjustment hours each month to catch over/underpayments from previous period.
• Configure overtime thresholds to match your policies.
• Verify hours worked matches timesheet entries before finalizing.