Managing overtime in Eurécia

Related modules:

📖 In this article:

• Overtime profiles
• Overtime
  • Vocabulary check
  • Choosing the source
  • Overtime rules
  • Transfer types and target

Overtime profiles

Access: Espace Admin Nouveau > Time & Activities > Profils d'heures supplémentaires

They allow you to group the different overtime rules according to your employees' profile.

Why?

• Avoid multiplying settings: you will not need to reconfigure rules for each created schedule.
• Limit the risk of errors linked to the multiplication of rules and make checking easier.
• Facilitate modifications: in case of a valuation change for example, you will not need to adjust every work schedule, but only the relevant overtime profile.

Practical examples

For example, we could have:

• A “Forfait Jour” profile, with no overtime rules
• A “Cadre” profile with type A overtime rules
• A “Non-cadre” profile with type B overtime rules
• An “Annualisation” profile with specific annualisation rules

Everything is possible! Over to you!

How?

You can create new overtime profiles by clicking “Ajouter un profil”, or edit an existing profile, from Nouvel espace admin > Time & Activities > Profils d'heures supplémentaires:

You can then attach this profile to different work schedules by simply selecting them and clicking save:

You can then configure your overtime rules by reading the rest of this article, or access a more detailed article right here: Configuring overtime, rate increases and other special hours.

Overtime

Access: Espace Admin Nouveau > Time & Activities > Profil d'heures supplémentaires > Onglet général > Encart Heures supplémentaires hebdomadaires

This feature allows you to record hours worked outside the scope of the work schedule defined for the employee in their record.

These weekly overtime hours can be paid, increased, and/or fed into a time off in lieu balance.

Similarly, if hours have not been worked, they can be deducted from this same type of balance.

It is possible to base the calculation of these hours on the theoretical work schedule, on the work schedule taking leave and absences into account, or on a fixed value, or even by maintaining a threshold not to be exceeded.

Vocabulary check

• “Nombre d'heures fixe” allows you to define from what number of hours the overtime calculation should be triggered.
• “Théorique de la semaine” refers to the work schedule, minus any leave, absences and public holidays for a given week (if they are configured to appear on timesheets).
• “Théorique de l'horaire” is based on the work schedule only.
• “Pas de transfert”: does not offer to perform a transfer upon timesheet/activity validation; this allows you to define specific time slots that will be prohibited when submitting requests for exceptional work.
• “Transfert automatique”: automatically transfers hours to balances upon timesheet/activity validation.
• “Transfert manuel”: allows you to manually transfer hours to the appropriate balance in a controlled quantity, either in the timesheet or in the interface dedicated to overtime management.

Choosing the source

You choose which information overtime will be calculated from, among 3 options:

• Timesheets (only available if a user is attached to a Time & Activities profile with Time tab): if overtime must be calculated from the “Suivi temps” tab.
• Activity sheets (only available if a user is attached to a Time & Activities profile with Activity tab): if overtime must be calculated from the “Suivi activités” tab.
• Schedule: if overtime must be calculated from the team schedule (only available if the Schedule module is enabled).

Overtime rules

In the “Heures supplémentaires hebdomadaires” section, click the “Ajouter une règle” button to create a rule for managing overtime calculation and transfer:

• Enter the “Code”: this allows tracking of transfers (e.g., HS125, for overtime increased by 25%), particularly in timesheets, activity sheets, and payroll exports.
• In the “Nombre d'heures réalisées” section, select:
  • “Inférieur à”
  • “Supérieur à”
  • “Entre”: another drop-down list allows you to define a reference time range — hour calculation will be triggered when the number of hours worked in the week falls between the two defined thresholds.
• In the following drop-down menus, select “Nombre d'heures fixe”, “Théorique de la semaine”, or “Théorique de l'horaire”.
  • If “Nombre d'heures fixe” is selected, define the number of hours worked from which overtime calculation will occur.

Configuration examples

• Théorique de l'horaire (negative hour deduction):
  • If theoretical schedule is 35 h,
  • The hours recorded and triggering processing will be those below 35 h.
• Théorique de la semaine (negative hour deduction):
  • If theoretical schedule is 35 h,
  • There is a paid leave day during the week not counted in theoretical working time (a 7 h day),
  • Then theoretical week is 28 h,
  • So hours recorded as overtime for this week will be those below 28 h.
• Théorique de la semaine + 4 hours (from 00:00):
  • If theoretical schedule is 35 h,
  • There is a paid leave day during the week not counted in theoretical working time (a 7 h day),
  • Then theoretical week is 28 h,
  • So hours recorded as overtime for this week will be those above 32 h (28 h + 4 h).
• Between Théorique de la semaine + 4 hours and Théorique de la semaine + 8 hours:
  • If theoretical schedule is 35 h,
  • There is a paid leave day during the week not counted in theoretical working time (a 7 h day),
  • Then theoretical week is 28 h,
  • So hours recorded as overtime for this week will be those between 32 h and 36 h.
• Nombre d'heures fixe: 35 h
  • Regardless of the theoretical hours of the work schedule or the week.
  • Regardless of whether there is a paid leave day.
  • The hours recorded and triggering processing for this week will be those below or above 35 h (depending on < or >).
• Nombre d'heures fixe: 44 h
  • Regardless of the theoretical hours of the work schedule or the week.
  • Regardless of whether there is a paid leave day.
  • The hours recorded and triggering processing for this week will be those below or above 44 h (depending on < or >).
• Between fixed number of hours 35 h and fixed number of hours 39 h:
  • The hours recorded and triggering processing for this week will be those between 35 h and 40 h.
• Between Théorique de la semaine + 0 hours and fixed number of hours 35 h:
  • If theoretical schedule is 35 h,
  • During the week, a paid leave day is not counted in theoretical working time (a 7 h day),
  • Then theoretical week is 28 h,
  • So hours recorded as overtime for this week will be those between 28 h and 35 h.

Transfer types and target

You determine how and where transfers should be carried out:

• Choose the transfer type: “Pas de transfert”, “Transfert automatique”, or “Transfert manuel”.
• Choose the “Cible”, meaning into which “balance” hours should be transferred (except if “Pas de transfert” was selected). There are two types of targets:
  • Balances coming from “Types de congés et absences” (e.g., Récupération).
  • A “Paye” field to manage hours that must be paid.
• Enter, for each balance if necessary, the multiplying coefficient to apply (e.g., 125%, 150%, etc.).
• Define a maximum volume of hours that the target balance cannot exceed (rate increase included) by completing the “Nombre d'heures maximum à” field.

Example:

If the field is completed this way, the “Récupération” balance will have a maximum balance of 14 hours.

This means that the employee can have a maximum of 14 hours in "stock" (called "solde à ce jour" in Leave & Absences balances).

In this case, it is possible to define a 2^nd target to collect any excess hours to be transferred so that the employee does not lose them, even during automatic transfers. The creation order of targets is then crucial.

• Click “Ajouter une cible” and repeat the previous steps if needed.
• When setting up successive time ranges, repeat the end limit of the 1^st band in the start limit of the 2^nd band to ensure continuous recording of overtime.

Example:

1^st calculation rule at 25%, enter: 125% (from 35:00 (excluded) to 39:00 (included))

2^nd calculation rule at 50%, enter: 150% (from 39:00 (excluded) to 44:00 (included))

• Save the profile.

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