TimeClock - Solution To: Incorrect Overtime earned

There are three known causes:

  • Your pay periods do not align with your work weeks.
  • The Start Date for a Work Schedule is not correct.
  • You have database corruption. 

Cause 1: Your pay periods do not align with your work weeks.

If overtime looks wrong it may be that you are expecting it to calculate on a [Pay-Period] basis. But the Department of Labor mandates that overtime be calculated on a [7-Day, Work Week] basis.

Even if you're only open 5 days a week, the government considers a Work Week to be 7 days.

Within Gradience TimeClock, you may establish the first day of your 7-day Work Week. That first day will not always align perfectly with the first day of your Pay Period. The 1st day of your Pay Period could very well be the 4th day of your Work Week.


Open TimeClock and click Settings > Work Schedules. Select a Work Schedule from the list or create a new one and then click Overtime and Punch Schedules. You will then be able to select the first day of your Work Week. See illustration below.

--NOTE-- Always set the time at 12:00 AM regardless of when your doors open for business.


In the example below an employee has put in 12 hours a day for the first 4 days of the Work Week but the 4th day of the Work Week is the 1st day of the Pay Period.

The employee has 4 hours [Regular] and 8 hours [Overtime] on the 1st day of the Pay Period. 


Please use the attached Excel file. It allows you to enter the number of hours worked on individual days. It then calculates overtime based on the Work Week and it allows you to see how Work Weeks and Pay Periods do not typically align.

Cause 2: The Start Date for a Work Schedule is not correct.


1. Click TimeClock Access and select the name of an affected employee.

2. Click History in the lower-right corner. The Work Schedule History popup will open.

3. Click Edit and then click Yes to the Confirmation popup.

4. Enter a Start Date that is one month prior to the issue, click Save > Close. See image below:

5. Run the report again. If the issue persists, run a database maintenance. See steps below.


Cause 3: You have database corruption. 


Do this from the desktop of the computer/server where the database resides.

1. Have all users at client workstations, close Gradience (not minimize).

2. Click Start>

3. Click the Start button that appears on the Database Maintenance popup.

4. Click File > Exit when done. Ignore any Runtime error you may get.

Check out our second web article on this subject here.



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