This article applies to Motivity Practice Management. It explains how to set a provider's overtime eligibility, how Motivity decides which overtime rule applies to each provider, and how to add an override when a provider needs an exception. It also covers the Provider Eligibility screen, where you can review overtime coverage for every provider at once. These tools help make sure each provider's hours are calculated under the right rule.
Why This Matters
Each provider's overtime setup shows whether they are eligible for overtime and which rule applies to them, so you never have to guess why a provider's hours look the way they do. Providers inherit their rule from their primary location, and you can handle exceptions with an override without changing the location's rule. The Provider Eligibility screen also helps you find providers with an incomplete setup before payroll runs.
Before You Begin
Provider overtime settings work together with the rest of Custom Overtime. Please make sure that:
Custom Payroll Settings is turned on.
Your overtime rules have been created and assigned to your locations.
Your providers have primary locations.
For these steps, see the article on how to set up Custom Overtime.
Who Can Use These Features
Access Level | What It Allows |
Provider Payroll Settings (View) | See a provider's Payroll Settings. |
Provider Payroll Settings (Edit) | Change a provider's overtime eligibility and add or change an override. |
Provider Payroll Settings Timeline (View) | See the provider's Payroll Settings Timeline. This also requires Provider Payroll Settings View or Edit. |
Payroll Settings (View or View/Edit) | Use the Provider Eligibility screen. No separate access level is needed. |
Provider Payroll Settings access is separate from Admin Settings > Payroll Settings access. SuperAdmin has full access by default.
Provider Payroll Settings access does not allow you to change locations, location rule assignments, or rule configuration. Fixing those requires their own permissions.
How a Provider's Overtime Rule Is Chosen
Motivity checks for a rule in this order:
An active, currently effective provider override.
The active rule on the provider's primary location.
Neither is available. If the provider is eligible for overtime, their OT Status shows Requires Action.
A few important points about this order:
A valid override always wins. Changing the inherited rule never removes an override.
Only the primary location supplies the inherited rule. Secondary locations never do, and a provider with no primary location has no inherited rule.
If an override becomes inactive or invalid, an eligible provider goes to Requires Action even if their primary location has an active rule. The inherited rule is used only when no override is in effect.
Providers who are not eligible for overtime have all hours counted as Regular, and no rule is evaluated.
Your Provider's Payroll Settings
Open a provider's profile and go to Payroll Settings. This section has two parts.
Overtime Eligibility
An Eligible for Overtime toggle.
An effective date.
An optional Change Note.
The last change made: status, date, user, and note.
Overtime Rule Assignment
The read-only Default Overtime Rule, with its source location.
The Override Overtime Rule and its effective date.
How to Change a Provider's Overtime Eligibility
Eligibility is on by default for every provider.
Open the provider's profile and go to Payroll Settings.
Use the Eligible for Overtime toggle.
Enter an effective date. When you turn eligibility on, enter the date it begins. When you turn it off, enter the date it ends.
Optionally, add a Change Note to explain the change. The latest note appears right in the section.
Select Save.
When eligibility is off, the provider's rule setup stays visible but read-only, and their OT Status shows Disabled. If you save a future-dated change, it is flagged, and the provider's current status stays in effect until that date. To turn off overtime for a provider going forward, enter the end date.
How to Add or Change a Provider Override
Overrides are useful for genuine exceptions, such as a provider who needs a different rule than their location, or who has no primary location.
Open the provider's profile and go to Payroll Settings.
In Override Overtime Rule, choose a rule. You can choose from the active rules assigned to the provider's locations.
Choose an effective date. The date must be the first day of your workweek, and the date picker only allows valid dates.
Optionally, add a Change Note.
Select Save.
You can change or remove an override at any time. If you remove one, the provider returns to the rule inherited from their primary location as of that date. Because a location-level rule is easier to maintain, use overrides only when they are really needed.
Understanding OT Status
OT Status | What It Means |
Active | The provider is eligible and has a valid active rule. |
Disabled | The provider is not eligible for overtime. Disabled always takes priority over Requires Action. |
Requires Action | The provider is eligible but has no valid active rule. |
Requires Action always shows the reason. Here are the reasons you may see, and where to go to fix each one:
Reason | How to Resolve It |
The provider doesn't have a primary location | Assign a primary location, or add an override. |
The primary location has no overtime rule assigned | Assign a rule to that location in Assign Rules. |
The primary location is assigned to an inactive rule | Assign the location to an active rule in Assign Rules. |
The primary location is inactive or terminated | Assign a new primary location, or add an override. |
The provider override was inactivated, or is no longer valid | Choose a new override, or remove the override so the provider returns to the inherited rule. |
Requires Action clears automatically once a valid rule is in effect.
What Happens When Something Changes
Rule inactivation, location changes, and primary location changes are reflected in a provider's setup automatically. No replacement rule is ever assigned for you, and each change is recorded in the Timeline with its source.
Rule inactivation
If a provider's inherited rule is inactivated and they have a valid override, they keep using the override.
If there is no override, the provider goes to Requires Action.
If the rule behind an override is inactivated, the provider goes to Requires Action with the reason "Provider override was inactivated."
Location inactivation or termination
If a primary location is inactivated or terminated, the inherited rule stops being valid once the change takes effect. A valid override keeps the provider covered.
Inactivating a non-primary location does not change the inherited rule.
If a secondary location is terminated, or the provider's employment info there is terminated, an override that came from that location becomes invalid.
Future-dated changes do not trigger Requires Action while a currently valid rule still applies. The provider keeps their current rule until the new one takes effect.
Inactive providers have their overtime settings set to read-only, and everything is kept for history. Reactivating the provider makes the settings editable again.
If you have just turned on Custom Overtime, you may see Requires Action for many providers right away. This is expected, and it clears automatically as primary locations and location rule assignments are set up.
The Provider Payroll Settings Timeline
Each provider has a read-only history of their overtime changes, including upstream changes, such as a rule inactivation or location change, that affected them. The Timeline shows both the date the change was made and the effective date. No one can edit, delete, or hide Timeline entries, including SuperAdmin.
How This Affects the Payroll Export
Providers in Requires Action get an alert on the payroll export Summary tab, but their appointments are still exported.
Changes are prospective only. Payroll that was already processed or exported is not recalculated.
The Provider Eligibility Screen
Instead of opening provider profiles one at a time, you can review overtime coverage for all providers in one place.
Go to Admin Settings > Payroll Settings > Provider Eligibility.
Narrow the list with search and filters.
Select Needs attention to see only providers who need review.
Select Export CSV to download the list.
To change a provider's eligibility or rule, open that provider's profile. This screen is read-only, even for SuperAdmin.
What the screen shows
Column | What It Shows |
Provider | The provider's name and credential. |
Primary Location | The provider's primary location. |
Applied Rule | The rule that actually applies. An active override comes first, then the primary location's rule. |
Overtime Eligible | An Eligible or Not eligible label. |
Eligibility Last Modified | The date eligibility was last changed. A dash (—) means the provider is Not eligible and the setting was never changed from its default. |
Search and filters
Search by provider name. The table updates as you type.
Filter by State, Location, and Rule. Each is a multi-select with Select all and Clear.
Filter by eligibility: All eligibility, Eligible, or Not eligible.
Search and filters combine, so the table shows only providers that match all of them.
A count near the table reflects your current filters, and a message appears if nothing matches.
Needs attention
The Needs attention badge shows a live count of providers who need review, such as when the applied rule is inactive or not assigned. Select it to filter the table to just those providers. It shows no count when nothing needs review.
If a provider's applied rule is inactive, the rule name appears in alert styling with the reason "Applied rule is inactive" beneath it.
After you resolve an issue on a provider's profile, the count updates the next time you open the screen.
Export CSV
The file includes the list as currently filtered and searched, with all five columns.
It includes provider names and credentials, so please handle it with care after downloading.
Tips for Getting the Most From These Features
Start with the Needs attention badge each time you review the list.
Set up primary locations and location rules first, then check any providers showing Requires Action.
Combine filters, such as State and Eligibility, to check one region at a time.
Use the Rule filter after inactivating a rule to see which providers were using it.
Use the Change Note to explain eligibility and override changes. It makes the history much easier to follow later.
Check the effective date before saving. Override dates must fall on the first day of your workweek.
Export a filtered list when you need to share a specific group of providers.
If you have questions about provider overtime settings, our support team is always happy to help.
Last Updated: 11/13/26 by Tatum Winslow