Pay-To-Schedule is a feature within the Employee > Master File that automatically enters a salaried employee's time entries without them having to clock in and out. Instead, the system will automatically enter their time entries based on their schedule. This can be applied to both exempt and non-exempt employees.
NOTE: Please be sure you fully understand this feature in order to avoid any wage and hour law violations. As a reminder, TriNet cannot be liable for any losses, costs or claims when using Pay-to-Schedule.
To activate the Pay-To-Schedule feature, the employee must have an Employee Status selected. This option is located in the Employee > Master File in the Employment Information section.
Selecting an Employee Status will display the option to enable the Pay-To-Schedule feature.
It is also important to select a Pay Period for the employee in the Employee > Master File in the Work Information section.
If the employee should be allowed to have the Pay-To-Schedule feature, check the Enabled box within the Master File > Default Schedule & Pay-To-Schedule Information secton.
- Select the days when the schedule should apply and enter total hours for the week or pay period and a start time. For a standard work week, enter 40 hours in the Total Hours field and 8am in the Start Time field.
- In the dropdown for Apply Hours Across, select from Week or Pay Period to automatically divide the total hours previously entered across the employee’s work-week or pay period.
- For the Apply PTS to dropdown, you can select from Next or Current.
It is important to note, the following will apply based on your selections:
- Week - Next = Pay To Schedule will only start applying from the next week forward.
- Week - Current = Pay To Schedule will start applying from the current week.
- Pay Period - Next = Pay To Schedule will start applying from the next pay period forward.
- Pay Period - Current = Pay to Schedule will start applying from the current pay period.
- Exempt employees will only receive pay codes on their timecard when their Pay-to-Schedule applies.
- Non-exempt employees will receive actual punches and pay codes on their time card when their Pay-to-Schedule applies.
Below is an example of a time card for an exempt employee with Pay-To-Schedule. With Pay-to-Schedule, the employee’s shifts are also posted.
With non-exempt employees, breaks and/or meals may be added to the Pay-to-Schedule.
- Click the icon to add a break or meal.
- Enter the start and end time for the break or meal. The duration will calculate automatically. You may apply this break or meal to the current day or to all days by clicking the respective button.
In the example below, a break from 12:00-12:30 was applied to Monday thru Friday.
Important: The employee must first approve the Pay-To-Schedule in order for it to start applying. They will need to click the button in their Employee > Master File.
Below is an example of a time card for a non-exempt employee with Pay-To-Schedule. The employee's shifts and an allowable break are displayed on the time card.