Author: Ethan Franklin

Overtime Tax Break: What It Means for Businesses

Overtime just got a tax break—but what does that really mean for employees and employers? 

With the passage of the One Big Beautiful Bill Act (OBBBA) on July 4, 2025) overtime premiums are now partially shielded from federal income tax. In this article, we will outline the details of the change and its impact on both employees and employers. 

What Are the New Provisions Regarding Overtime Taxation? 

As with many tax laws, this legislation is not straightforward and includes a lot of provisions, caps, and definitions. Understanding these specifics of the new overtime taxation section is crucial: 

    • Retroactive to January 1, 2025, meaning eligible overtime earned since the start of the year may qualify. 
    • Set to expire on December 31, 2028. 
    • Workers can deduct up to $12,500 in qualified overtime compensation from their federal income tax annually. This deduction increases to $25,000 for those filing jointly. 
    • This is an “above-the-line” deduction, making it available even if a taxpayer takes the standard deduction. 
    • The deduction begins to phase out for single filers with modified adjusted gross income exceeding $150,000 ($300,000 for joint filers), decreasing by $100 for every $1,000 over these thresholds. (It is fully phased out at $275,000 for single filers and $425,000 for joint filers.) 
    • Crucially, while federal income tax is impacted, Social Security and Medicare taxes (FICA) will still apply to all overtime earnings. 
Understanding “Qualified Overtime Compensation” 

The definition of “qualified overtime compensation” may cause the most confusion for both employers and employees: 

    • The deduction applies only to overtime compensation required under Section 7 of the Fair Labor Standards Act (FLSA) that is in excess of the regular rate. 
    • The deduction is only for the 50% premium of overtime, often referred to as the “half” of “time and a half.” 
    • This definition means state-specific overtime laws, company pay rules, or collective bargaining agreements that are more generous than the FLSA are generally not covered unless they align with FLSA requirements. 
    • Specifically, employees will only be able to deduct compensation for overtime after 40 hours in a week and only at a 50% premium (or 1.5x regular pay). 
    • Many non-FLSA overtime scenarios may not be covered, such as: 
        • Overtime after 8 hours, 10 hours, or any daily hour limit. 
        • Automatic overtime on a specific day, such as Saturday, Sunday, or a Holiday, as well as the 5th, 6th, or 7th day of a pay week. 
        • Other premiums over 50% (1.5x regular pay) such as double time (100% premium or 2.0x regular wage). 
        • Vacation, sick, FMLA, holiday, jury, or other non-work time does not count towards work hours. 
    • Further guidance on this is expected later this year, but currently, the definition is more restrictive than what many workplaces define as overtime. 
What Does This Mean for Employees? 

The most immediate and tangible benefit for eligible employees is a reduction in their federal income tax liability on qualified overtime earnings. While there are limitations, most employees will realize tax savings. 

Some implications for employees to consider: 

    • No Immediate Paycheck Change (for 2025): Employees will not see the tax reduction reflected directly in their paychecks for 2025. Employers are expected to maintain current withholding for this year. Employees will realize their tax savings when they file their 2025 federal income taxes. The IRS is expected to provide guidance about 2026, which may lead to changes next year. 
    • Increased Overtime Appetite (with caveats): The 50% premium being non-taxable should increase employees’ desire for overtime. However, the appetite for overtime may not increase as much as initially predicted, as early assumptions often presumed the entire “time and a half” payment would be deductible. 
    • Cap Impact: The $12,500 cap on deductions will primarily affect very high-wage earners and/or those who work a significant amount of overtime. For instance, a worker making $30/hour has a $15/hour overtime premium. To reach the $12,500 cap, they would need to work approximately 833 hours of overtime, averaging over 16 hours of overtime per week. 
What Does This Mean for Businesses? 

For businesses, the “One Big Beautiful Bill Act” presents both opportunities and considerations. As anticipated, the prospect of tax-free overtime can be a powerful tool for attracting and retaining talent in a competitive labor market, potentially easing staffing pressures. 

However, businesses must remain mindful of the nuances: 

    • Reporting Requirements: Employers are now required to report the total amount of qualified overtime compensation as a separate line item on employees’ Forms W-2. The IRS is expected to provide further guidance on reporting methods, especially for the retroactive 2025 tax year. 
    • Workforce Strategy: While relying more heavily on overtime may seem attractive due to these tax changes, the long-term risks of employee burnout and potential negative impacts on productivity and turnover remain valid. A balanced approach to staffing and overtime utilization remains key. 
    • FLSA Compliance: Given that the deduction specifically applies to FLSA-required overtime, businesses must ensure their overtime calculation and tracking methods are robust and clearly distinguish FLSA overtime from other premium pay. 
    • No Change to Withholding (at least for 2025): Employers are still required to withhold federal income tax, Social Security, and Medicare taxes from overtime wages as they normally would in 2025. The benefit of the deduction will be realized by the employee when they file their 2025 federal income tax return. The IRS will issue procedures later this year for 2026 and beyond. 
Moving Forward: Adapting to the New Landscape 

The passage of the bill transforms the discussion around overtime pay from a potential future to our current reality. While the deduction is temporary, set to expire at the end of 2028, its immediate impact is significant for both employees and employers. 

Now more than ever, understanding the implications of this new law is paramount. At Shiftwork Solutions, we are fully equipped to help your business: 

    • Model the precise financial impact of this legislative change on your labor costs. 
    • Evaluate and optimize your current staffing and overtime utilization strategies in light of these new tax incentives. 
    • Ensure compliance with the new reporting requirements. 
    • Develop a proactive workforce strategy that leverages the benefits of the new law while safeguarding employee well-being and maintaining a competitive edge. 

Don’t wait to understand how these changes will affect your organization. Contact us today for a consultation at 415-763-5005 or email us at contact@shift-work.com to discuss how we can help you navigate the new landscape of overtime pay and position your business for continued success. 

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What is the best schedule?

Answer from Ethan Franklin:  While traveling to a client last week, the person sitting next to me on the plane asked me what I do for work. When I explained that I help companies and employees find and implement the best schedule, they immediately asked: So, what is the best schedule?

I have been asked this question, or a close variation, dozens and dozens of times during my almost three-decade career in shiftwork consulting. The very short answer is: it depends. A better short answer is: There is not a universal best schedule, the best schedule is the schedule that works best for the unique employees and the unique business at your facility.

While there’s no one-size-fits-all solution, 4 key areas influence the best schedule for a particular business or location:

4 Key Areas:

  • Industry and Operations: The nature of your business dictates the hours and the staffing the business needs to run. Does your business run 24 hours a day? Must all hours in the day be staffed the same way? Must you run weekends? Is there a high and low season? All these aspects are based on factors such as production needs, customer demands, and equipment usage. Before showing any potential schedules to employees, you must first make sure that all those schedules will meet the business requirements.
  • Employee Preferences: Understanding your employees’ needs and preferences is critical. A schedule that, on paper, works for the business but doesn’t work for employees will drive costly turnover and low productivity. Luckily, there are usually many different schedules that will meet the business requirements. Each schedule will have its own set of pros and cons. Educating and getting feedback from your workforce will allow them to choose the schedule that works best for them. Two facilities with the exact same business requirements may each have a very different “best schedule” based on their unique employee population. Factors like childcare, commuting, and personal commitments (school, church, coaching a team, etc.) influence each employee’s ideal schedule.
  • Employee Well-being: Shift work can impact health. Consider factors like sleep patterns, fatigue, and work-life balance of each schedule.
  • Labor Laws, Regulations, Pay Policies and Union Contracts: Adherence to wage, overtime, and break regulations is essential. In addition, individual company policies on overtime, vacation, holidays, etc. can have a dramatic financial effect if not carefully reviewed. If there is a union contract this can add another level of analysis.

While the 4 key factors above must be examined to help find the best schedule, it is very important to have a well thought out schedule program to get all employees involved in the process. Change can be difficult for managers as well as hourly employees so make sure to educate and get everyone’s feedback. Here are a few tips:

Tips for a Successful Schedule Program:

  • Analyze Data: Gather, analyze and share data on both the business requirements and employee preferences.
  • Communicate and Educate Clearly: Ensure employees at all levels understand the potential schedules, their rationale, and any changes in pay policies. If there is a union at the facility, they must be part of the communication plan.
  • Involve Employees: Seek input from everyone in your workforce to create a schedule that aligns with their needs and preferences. Asking just a few people on each shift, or worse just the day shift, is not going to give you the full picture of employee preferences.
  • Offer Flexibility: Where possible, provide options for employees to manage their schedules, such as shift swapping or time-off requests.

Many businesses are looking for the generic best schedule. One that, with no effort, will solve all their schedule problems. Unfortunately, finding the best schedule for your facility takes time and effort. However, this effort has a tremendous payoff. Carefully considering the 4 key areas above and implementing a well-structured scheduling program, you can create a work environment that improves employee satisfaction, optimizes productivity, and drives business performance. If your facility is having schedule challenges (employee turnover, hard to recruit and retain new employees, increasing unit cost, seasonality, high overtime, etc.) schedule a call with me or one of my colleagues.

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