Labor Laws

We at XLforms understand that many small businesses, from accounting to construction and beyond, prefer to do their payroll in-house. Our Excel-based program allows you keep your data to yourself. With an easy, one-time purchase, you can say goodbye to expensive, more complicated subscription-based alternatives.

One of the reasons that we created this affordable, user-friendly time tracking software is the amount of variation in labor laws. Between federal, state, and local codes, it is difficult to find timekeeping products that can provide us, small businesses, with simple and accurate timecards that are appropriate for your operation. The XL Timecard Generator is the perfect companion for traditional desktop accounting software such as QuickBooks®, Peachtree®, Sage®.

Our program takes these variations into account, offering the below optional settings for you to apply as required for compliance.

Our Timecard Generator is a simple-to-use, user-friendly program designed to create custom timecards and timesheet reports for hundreds of employees with the click of a button!

Timecard Generator is 100% complementary to the most common desktop accounting software, such as QuickBooks®, Peachtree ®, Sage ®, and more, that simply don’t offer this must-have, and legally required feature. In using this timecard and timesheet software in your business, will be automatically compliant with standardized federal and state guidelines. With easy-to-use weekly to biweekly spreadsheets, what used to be a huge headache that could take an accountant all day can now be done in minutes!

Some factors that can be applied to your timecards

Default Overtime:

California overtime laws mandate that the overtime must be paid to any amount of work over 8 hours in a day or 40 hours in a workweek.

For hours worked past 8 hours in a day, employers may need to pay time-and-a-half (1.5 x the employee’s normal rate). If an employee works over 12 hours in a day, employers may need to pay double their regular rate.

While these standard rates will be used by most, the Timecard Generator also allows you to adjust the rate of increase for overtime, as well as the number of hours worked before overtime is applied, in case of any variation in local law.
Source: California Department of Industrial Relations.

7th day rule (CA):

Another rule enforced in some states (ex: CA, KY) involves employees who work seven consecutive days in a week. In these cases, an employee working on a 7th consecutive day in a work week is owed time-and-a-half pay for the first 8 hours of work on that day, with double-time pay for any amount of work over 8 hours. For example, if an employee has worked two hours a day for six consecutive days, and on the following day works 12 hours, they will earn time-and-a-half for the first 8 hours, and double-time for the remaining 4, despite still having worked below 40 hours that week.

This setting can be turned on and off depending on your state and local law.

Source: California Department of Industrial Relations.

40 Hour rule:

Per the FSLA (Fair Labor Standards Act) and federal overtimes, employees must be paid time-and-a-half (1.5 times their hourly rate) for any hour worked in excess of 40, per week.  Per the FSLA, there is no limit to the number of hours that an employee (over age 16) can work in any workweek. The Act also does not require Overtime for work done on weekends or holidays, unless the employee crosses the 40 hour threshold.

Source: U.S. Department of Labor.

80 Hour rule:

Based on the Fair Labor Standards Act (FLSA), employers are required to pay most hourly workers for all hours worked plus overtime, calculated at one-and-a-half times the employee’s regular rate, based on a 40 hours per seven-day workweek system. However, certain employers may be eligible to use the “8 and 80” system, in which an 80 hour, 14-day time period is used for the calculation.

For employers and employees who have an agreement to use the “8 and 80” system, employees are paid overtime for any hours worked over 8 hours per day, or for any hours worked over 80 in a 14-day period. That said, these hours do not compound. For example: if an employee works 85 hours in a week, they are owed 5 hours of overtime pay. However, if during those two weeks an employee had worked a 13-hour day, they would still only be owed the 5 hours of overtime.

The Timecard Generator can be set to follow the “8 and 80” pay model if it suits your needs.

Source: U.S. Department of Labor.

Breakdown of default Overtime Settings (based on CA law):

Time and a half means one and one-half times the employee’s regular rate of pay.
Double time means twice the employee’s regular rate of pay.