I need assistance with calculating Reg and Daily/weekly OT

S

stefanoluigi

New Member
Joined
May 3, 2018
Messages
2
Hi everyone,

I need some assistance calculating regular and OT hours by day and week. Anything over 12 hours in a day and over 40 hours in a week. If the hours were already counted as OT for the daily over 12, they should not be counted for the over 40 hours for the respective week. This is an example of a time file that I have. I am looking for 1 summary line by employee that I have bolded below.

The employees don't all work 5 days, or may have multiple rows for one day.

[TABLE="width: 617"]
<tbody>[TR]
[TD]Payroll Name[/TD]
[TD]ee id[/TD]
[TD]pay rate[/TD]
[TD]Pay Date[/TD]
[TD]Hours[/TD]
[TD]Week[/TD]
[TD][/TD]
[TD]Reg[/TD]
[TD]Day OT[/TD]
[TD]Week OT[/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/11/2016[/TD]
[TD]6.80[/TD]
[TD]1[/TD]
[TD][/TD]
[TD]6.80[/TD]
[TD][/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/12/2016[/TD]
[TD]9.22[/TD]
[TD]1[/TD]
[TD][/TD]
[TD]9.22[/TD]
[TD][/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/13/2016[/TD]
[TD]6.07[/TD]
[TD]1[/TD]
[TD][/TD]
[TD]6.07[/TD]
[TD][/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/14/2016[/TD]
[TD]5.85[/TD]
[TD]1[/TD]
[TD][/TD]
[TD]5.85[/TD]
[TD][/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/15/2016[/TD]
[TD]12.07[/TD]
[TD]1[/TD]
[TD][/TD]
[TD]12.00[/TD]
[TD]0.07[/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/18/2016[/TD]
[TD]14.00[/TD]
[TD]2[/TD]
[TD][/TD]
[TD]12.00[/TD]
[TD]2.00[/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/19/2016[/TD]
[TD]8.17[/TD]
[TD]2[/TD]
[TD][/TD]
[TD]8.17[/TD]
[TD][/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/20/2016[/TD]
[TD]12.00[/TD]
[TD]2[/TD]
[TD][/TD]
[TD]12.00[/TD]
[TD]0.00[/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/21/2016[/TD]
[TD]16.00[/TD]
[TD]2[/TD]
[TD][/TD]
[TD]12.00[/TD]
[TD]4.00[/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Jane Doe[/TD]
[TD]123456[/TD]
[TD]$11.95[/TD]
[TD]01/22/2016[/TD]
[TD]12.02[/TD]
[TD]2[/TD]
[TD][/TD]
[TD]12.00[/TD]
[TD]0.02[/TD]
[TD][/TD]
[/TR]
[TR]
[TD]Bi Weekly Total [/TD]
[TD]123456[/TD]
[TD][/TD]
[TD][/TD]
[TD][/TD]
[TD][/TD]
[TD][/TD]
[TD]80.00[/TD]
[TD="align: right"]6.08[/TD]
[TD="align: right"]16.17[/TD]
[/TR]
</tbody>[/TABLE]


Any assistance would be appreciated.
 

Excel Facts

Format cells as time
Select range and press Ctrl+Shift+2 to format cells as time. (Shift 2 is the @ sign).
Sort by date Sort by votes
adjust as needed...

Code: 
Public Sub CalcHrs()
Dim vMsg
Dim rst   'As Recordset
Dim vRate, vTotReg, vTotOT
Dim vHrs As Single, vReg As Single, vOT As Single
Dim vCurrWk, vPrevWk, vCurrID, vPrevID

Const kiOffTotReg = 10
Const kiOffTotOT = 9
Const kiOffOtHrs = 8
Const kiOffRegHrs = 7
Const kiOffWk = 5
Const kiOffHrs = 4
Const kiOffRate = 2
Const kiOffID = 1

Const kiMaxReg = 40
Const kiMaxDay = 12

vPrevWk = "*&%"

Range("A2").Select
    While ActiveCell.Value <> ""
        vOT = 0
        vHrs = 0
        vCurrID = ActiveCell.Offset(0, kiOffID).Text
        vRate = ActiveCell.Offset(0, kiOffRate).Value
        vHrs = ActiveCell.Offset(0, kiOffHrs).Value
        vCurrWk = ActiveCell.Offset(0, kiOffWk).Value
        
        
        Select Case True   'reset the hours
            Case vPrevWk <> vCurrWk
                GoSub ResetHrs
            Case vCurrID <> vPrevID
                GoSub ResetHrs
        End Select

                '-----------------------
                'set the Reg Hrs, OT hrs.
                '-----------------------
        
        If vHrs > kiMaxDay Then
          vOT = vHrs - kiMaxDay
          vHrs = vHrs - vOT
        End If
        
        If vTotReg + vHrs >= kiMaxReg Then
           vReg = kiMaxReg - vTotReg
           vOT = vOT + (vHrs - vReg)
        Else
           vReg = vHrs
        End If
         
        vTotReg = vTotReg + vReg
        vTotOT = vTotOT + vOT
 
        ActiveCell.Offset(0, kiOffRegHrs).Value = vReg
        ActiveCell.Offset(0, kiOffOtHrs).Value = vOT
 
        vPrevID = vCurrID
        vPrevWk = vCurrWk
        
       ActiveCell.Offset(1, 0).Select  'next row
   Wend
   
GoSub ResetHrs
Range("J1").Value = "Weekly OT Total"
Range("k1").Value = "Weekly Reg Total"

MsgBox "DONE"
Exit Sub

ResetHrs:
ActiveCell.Offset(-1, kiOffTotReg).Value = vTotReg
ActiveCell.Offset(-1, kiOffTotOT).Value = vTotOT
vTotReg = 0
vTotOT = 0
Return

ErrRemove:
MsgBox Err.Description, , "CalcHrs():" & Err
End Sub
 
Upvote 0
Welcome to the board.

Here's a formula based solution:

ABCDEFGHIJ
Payroll Nameee idpay ratePay DateHoursWeekRegDay OTWeek OT
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Jane Doe
Bi Weekly Total

<colgroup><col style="width: 25pxpx"><col><col><col><col><col><col><col><col><col><col></colgroup><thead>
</thead><tbody>
[TD="align: center"]1[/TD]

[TD="align: right"][/TD]

[TD="align: center"]2[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/11/2016[/TD]
[TD="align: right"]6.8[/TD]
[TD="align: right"]1[/TD]
[TD="align: right"][/TD]
[TD="align: right"]6.8[/TD]

[TD="align: right"][/TD]

[TD="align: center"]3[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/12/2016[/TD]
[TD="align: right"]9.22[/TD]
[TD="align: right"]1[/TD]
[TD="align: right"][/TD]
[TD="align: right"]9.22[/TD]

[TD="align: right"][/TD]

[TD="align: center"]4[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/13/2016[/TD]
[TD="align: right"]6.07[/TD]
[TD="align: right"]1[/TD]
[TD="align: right"][/TD]
[TD="align: right"]6.07[/TD]

[TD="align: right"][/TD]

[TD="align: center"]5[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/14/2016[/TD]
[TD="align: right"]5.85[/TD]
[TD="align: right"]1[/TD]
[TD="align: right"][/TD]
[TD="align: right"]5.85[/TD]

[TD="align: right"][/TD]

[TD="align: center"]6[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/15/2016[/TD]
[TD="align: right"]12.07[/TD]
[TD="align: right"]1[/TD]
[TD="align: right"][/TD]
[TD="align: right"]12[/TD]
[TD="align: right"]0.07[/TD]
[TD="align: right"][/TD]

[TD="align: center"]7[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/18/2016[/TD]
[TD="align: right"]14[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]
[TD="align: right"]12[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]

[TD="align: center"]8[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/19/2016[/TD]
[TD="align: right"]8.17[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]
[TD="align: right"]8.17[/TD]

[TD="align: right"][/TD]

[TD="align: center"]9[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/20/2016[/TD]
[TD="align: right"]12[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]
[TD="align: right"]12[/TD]

[TD="align: right"][/TD]

[TD="align: center"]10[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/21/2016[/TD]
[TD="align: right"]16[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]
[TD="align: right"]12[/TD]
[TD="align: right"]4[/TD]
[TD="align: right"][/TD]

[TD="align: center"]11[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"]$11.95 [/TD]
[TD="align: right"]1/22/2016[/TD]
[TD="align: right"]12.02[/TD]
[TD="align: right"]2[/TD]
[TD="align: right"][/TD]
[TD="align: right"]12[/TD]
[TD="align: right"]0.02[/TD]
[TD="align: right"][/TD]

[TD="align: center"]12[/TD]

[TD="align: right"]123456[/TD]
[TD="align: right"][/TD]
[TD="align: right"][/TD]
[TD="align: right"][/TD]
[TD="align: right"][/TD]
[TD="align: right"][/TD]
[TD="align: right"]79.94[/TD]
[TD="align: right"]6.09[/TD]
[TD="align: right"]16.17[/TD]

</tbody>
Sheet1​

[TABLE="width: 85%"]
<tbody>[TR]
[TD]Worksheet Formulas[TABLE="width: 100%"]
<thead>[TR="bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]
[TH="width: 10px"]Cell[/TH]
[TH="align: left"]Formula[/TH]
[/TR]
</thead><tbody>[TR]
[TH="width: 10px, bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]H2[/TH]
[TD="align: left"]=MIN(E2,12)[/TD]
[/TR]
[TR]
[TH="width: 10px, bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]I2[/TH]
[TD="align: left"]=IF(E2<=12,"",E2-H2)[/TD]
[/TR]
[TR]
[TH="width: 10px, bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]H12[/TH]
[TD="align: left"]=MIN(40,SUM(H2:H6))+MIN(40,SUM(H7:H11))[/TD]
[/TR]
[TR]
[TH="width: 10px, bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]I12[/TH]
[TD="align: left"]=SUM(I2:I11)[/TD]
[/TR]
[TR]
[TH="width: 10px, bgcolor: [URL=https://www.mrexcel.com/forum/usertag.php?do=list&action=hash&hash=DAE7F5]#DAE7F5[/URL] "]J12[/TH]
[TD="align: left"]=SUM(H2:H11)-H12[/TD]
[/TR]
</tbody>[/TABLE]
[/TD]
[/TR]
</tbody>[/TABLE]

Note that the regular hours don't quite add up to 80, because the first week (H2:H6) doesn't quite add up to 40.
 
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