How to manage pay exceptions in HotSchedules

If your restaurant is in a jurisdiction that has pay exceptions or labor rules that require payout under certain circumstances, here is how you manage them.  They will need to be reviewed and approved as paid/unpaid depending on the circumstances.  This includes things like:

• Reporting time pay
• Split Shift pay
• Predictability pay, Right to rest breaks, etc.

This should be done after your timecards are edited and up-to-date.

From the homepage:

• Navigate to Staff -> Pay Exceptions

• Go to the pay period in question.
• You will see all of your pending pay exceptions here.  Click on the Edit icon to review it and mark it as Paid or Unpaid.

• Select the Reason Code.  **Note that the reason dictates whether the pay exception is paid or unpaid.

• Once you review it, it will show in the Pay Exceptions area like this:

• Continue processing payroll as normal.  When you submit the payfile to the Payroll Team, the pay exception will be coded and paid out if you selected it as a paid exception.

• Here is pay file shown for the example above.  The line that says SSV is the Split Shift pay exception we marked as paid.

Other notes/considerations:

• Specific labor compliance rules vary from region to region.  Please confer with your HR team to understand what you should be aware of to reduce potential pay exceptions.
• Failure to mark them as paid/unpaid will result in the exception not being paid.  So please ensure these are done before locking the pay period and generating the pay file.