Reporting Time Pay rules define how employees are paid when they report to work but do not work their scheduled shift or work fewer hours than scheduled. These rules help businesses comply with labor laws that require minimum pay in certain reporting situations.
Use Reporting Time Pay rules to:
Pay a minimum number of hours when an employee reports to work
Pay a percentage of scheduled hours instead of actual hours worked
Control which pay rate is used when reporting time pay applies
Apply age-based restrictions when required by law or company policy
Reporting Time Pay rules are configured at the location level and apply to employees assigned to those locations.
Security
Users with the following permission will be able to create reporting time pay rules:
Labor → Labor Rules → Reporting Time Pay Rules → Create Reporting Time Pay Rules
Users with the following permission will be able to edit reporting time pay rules:
Labor → Labor Rules → Reporting Time Pay Rules → Edit Reporting Time Pay Rules
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Open an reporting time pay rule
Select Admin from the left navigation rail.
Expand Workforce.
Select Labor Rules.
Select the rule to open its record.
Tip:
Find the rule Type in the Type column. In this example, Break type is selected.
Change assigned locations
Update locations when a store opens, closes, or moves to a different rule:
Click steps to expand for additional information and images.
1) Navigate to the Name & locations section.
2) Select the dropdown arrow.
3) Check locations to add or clear locations to remove.
Configure required hours
Reporting Time Pay requires at least one Required hours option.
Configuration options include:
Minimum hours
Percentage of scheduled hours
Or both
If both options are selected, the system compares the results and applies the rule selected in the When more than one applies field.
Configure minimum required hours
Use this option to guarantee a minimum number of paid hours when an employee reports to work:
Click steps to expand for additional information and images.
1) Navigate to the Required hours section.
2) Check the checkbox for Minimum hours.
3) Enter the minimum number of hours to pay.
If actual hours worked are less than the minimum, the system pays the configured minimum.
Configure percentage of scheduled hours
Use this option to pay a percentage of the employee’s scheduled hours instead of actual hours worked:
Click steps to expand for additional information and images.
1) Navigate to the Required hours section.
2) Check the checkbox for Percentage of scheduled hours.
3) Enter a Percentage amount.
4) Enter Maximum hours.
The system calculates pay using the configured percentage of scheduled hours. The Maximum hours field limits the number of hours used in the calculation.
When more than one applies (required hours)
If both Minimum hours and Percentage of scheduled hours are selected, the system calculates both values and applies one of the following:
Whichever is greater — Pays the higher calculated hours
Whichever is less — Pays the lower calculated hours
Required Hours Calculation Comparison
Scheduled Hours | Percentage | Percentage Result | Minimum Hours | Setting | Hours Paid |
|---|---|---|---|---|---|
6 | 50 percent | 3 | 4 | Whichever is greater | 4 |
6 | 50 percent | 3 | 4 | Whichever is less | 3 |
Required Hours Calculation with Maximum Hours Limit
Scheduled Hours | Maximum Hours | Percentage | Percentage Result | Minimum Hours | Setting | Hours Paid |
|---|---|---|---|---|---|---|
8 | 6 | 50 percent | 3 | 4 | Whichever is greater | 4 |
8 | 6 | 50 percent | 3 | 4 | Whichever is less | 3 |
Change required pay rate
The Required pay rate determines which hourly rate is used when Reporting Time Pay applies.
Multiple pay rate options can be selected. If more than one option is selected, the When more than one applies field appears.
The system compares the selected rates and applies the configured rule.
Job wage
Use this option to pay the employee’s assigned job wage:
Click steps to expand for additional information and images.
1) Navigate to the Required pay rate section.
2) Check the checkbox for Job wage.
Minimum wage
Use this option to enforce a specific minimum wage rate:
Click steps to expand for additional information and images.
1) Navigate to the Required pay rate section.
2) Check the checkbox for Minimum wage.
3) Enter a Dollar amount.
Regular rate
Use this option to apply the Regular rate as defined by the Fair Labor Standards Act (FLSA):
Click steps to expand for additional information and images.
1) Navigate to the Required pay rate section.
2) Check the checkbox for Regular rate.
3) Enter a Dollar amount if required.
When More Than One Applies (Pay Rate)
If more than one pay rate option is selected — Job wage, Minimum wage, or Regular rate — the system compares the applicable hourly rates and applies one of the following:
Whichever is greater — Uses the highest calculated hourly rate
Whichever is less — Uses the lowest calculated hourly rate
The comparison occurs during payroll processing when Reporting Time Pay applies.
Job vs. Minimum Wage Comparison
Job Wage | Minimum Wage | Setting | Rate Used |
|---|---|---|---|
$14.00 | $15.00 | Whichever is greater | $15.00 |
$14.00 | $15.00 | Whichever is less | $14.00 |
Three-Rate Comparison
Job Wage | Minimum Wage | Regular Rate | Setting | Rate Used |
|---|---|---|---|---|
$16.00 | $15.00 | $17.25 | Whichever is greater | $17.25 |
$16.00 | $15.00 | $17.25 | Whichever is less | $15.00 |
Configure the Age restriction
Use Age restriction to limit when Reporting Time Pay applies based on employee age:
Click steps to expand for additional information and images.
1) Navigate to the Age restriction section.
2) Enter the Age limit.
Save the rule
Confirm and review all fields in:
Name & Locations
Required Hours
Required Pay Rate
Age Restriction
Click Save.
FAQ
When does Reporting Time Pay apply?
Reporting Time Pay applies when:
An employee reports to work
The employee works fewer hours than scheduled
A Reporting Time Pay rule is assigned to the employee’s location
When these conditions are met, the system compares actual hours worked to the configured Required hours settings and adjusts pay during payroll processing if needed.
How does the system determine actual vs. scheduled hours?
The system:
Pulls scheduled hours from the employee’s schedule
Pulls actual hours from time punches
Compares the two values
If actual hours are less than the calculated required hours, the system adjusts pay.
How is the pay rate determined?
The Required pay rate section controls which hourly rate is used when Reporting Time Pay applies.
You can select:
Job wage
Minimum wage
Regular rate
If more than one option is selected, the When more than one applies setting determines which rate is used.
Does Reporting Time Pay apply if an employee works more than scheduled?
No.
Reporting Time Pay applies only when actual hours worked are less than scheduled hours and below the configured Required hours threshold.
Can Reporting Time Pay rules be changed mid-pay period?
Yes, but changes may affect payroll calculations for applicable shifts.
Review all configuration updates before processing payroll to avoid unintended pay adjustments.