Labor Buyers and Suppliers have two options for adding holiday billing in WorkRecords:
- Adding the billing amount to unapproved TimeCards.
- Creating an adjustment after the TimeCards have been approved and invoiced.
The easiest and most efficient way to complete this process is by using the Holiday AddOn Tool. This tool quickly calculates the additional holiday billing and inputs the amount directly into the TimeCard Editor on unapproved TimeCards, saving time and reducing errors. To learn more about using this tool, click here.
For those who prefer the original process, you can still manually calculate the additional billing amount and edit it into the Holiday or MISC AddOn in the TimeCard Editor or create an adjustment after the time is approved and invoiced. . Detailed instructions for these processes are provided below.
Step One
Determine the billing amount per hour
Let's look at an example where the Labor Buyer has agreed to be billed 1.5 of the regular billing amount for hours worked on the holiday and the worker worked 8:09 (or 8 hours and 9 minutes) at a Bill Rate of $15.00. Since the regular time (1.0) has already been calculated, only the .5 of the 1.5 needs to be captured for additional holiday billing. Calculating $15.00 * .5 the amount is $7.50 per hour.
Step Two
Determine the hours/minutes and convert them to a decimal
Multiply the hours by the .5 bill amount
When calculating 8 hours and 9 minutes (8:09), many people mistakenly multiply 8.09 * 7.50 for a total of $60.68. Remember, 8:09 is the time in hours and minutes. Before multiplying it, you must convert this amount to a decimal. Using the view Review Weekly Activity by Worker, the conversion from time to a decimal is done for you. See below where 8:09 is converted to 8.15. The actual billing amount is $61.13 (7.50 * 8.15).
*If you would like to do this conversion yourself, simply divide 9/60 (9 minutes divided by 1 hour).
Step Three
Input the amount into the Misc AddOn field in the TimeCard editor section. Or, if you have a Holiday AddOn added on this Order, input it into the Holiday AddOn field.
The $61.13 is entered into the Misc AddOn field as 61.13.
Remember, if the TimeCard has already been approved, a request must be sent to WorRecords Support to unapprove the TimeCard so that the OT billing can be added to the MISC Add On field. If the TimeCard has been both approved and invoiced, a Credit/Charge Adjustment will be needed.
If you choose to create an adjustment you'll use the amount calculated in Steps One & Two and create the adjustment after the TimeCard is both approved and invoiced.