Overtime hours management

Do you want automatic processing to be activated as soon as an employee carries out his activity outside the working hours defined on his record?

To automate the management of overtime, or even the surcharges to be applied, the Eurécia platform offers a management divided into several steps.

This article focuses on the configuration of overtime management (excluding special hours) in order to help you understand how to adapt what is practiced in your company on Eurécia.

 

Who is concerned by this article?

The administrator as responsible of Eurécia configuration.

 

Overtime hours

Access : Admin Area >Workshift calendars > Weekly overtime management > weekly overtime management

This feature allows to count the hours worked that are outside the work schedule defined for the employee from his record.

Those hours can be payed or transferred to a compensation tracker.

Similarly, if hours have not been worked, they can be taken from the same type of tracker.

It is possible to base the calculation of these hours on the workshift schedule, on the workshift that considers leave and absences, or according to limited fixed value.

 

Vocabulary 

• 'Number of fixed hours’ allows you to define the number of hours at which the calculation of overtime must be activated.

• 'Theoric time of the week' refers to the work schedule, less any leave and absences and public holidays in a given week (if, however, they are set to appear in the timesheets*)

• 'Theoric time of the sequence' is based only on the workshift. 

• 'No transfer' : does not propose to make a transfer when validating the timesheet/activity, this makes it possible to define specific slots that will be prohibited when making exceptional work requests

• 'Automatic transfer' : shift automatically hours to a tracker when the timesheet is approved. 

• 'Manual transfer': allows to manually transfer hours to the appropriate tracker and to check the quantity. 

 

Caution !  Deducted absences are those that are not counted as worked and which are to be deducted from the theoretical time worked. This information is defined within the absence type.

 

• In 'Calculate overtime and annualisation based on tab' select 'Time' or 'Activities'.
• In 'weekly overtime management' click on ' + ' to create a transfer rule.
• Fill-in the 'Code' it allows to track transfers, in the timesheets or activity sheets
• Fill-in a 'Comment’ 
• In the menus, select : '>', '<' or 'between'
• When you choose 'between', another drop-down list allows you to define a reference time slot: the calculation of hours will be activated when the number of hours worked during the week is between the two levels defined
• From the following drop-down menus: select 'Number of fixed hours' or 'Theoric time of the week' or 'Theoric time of the sequence'
• 'Number of fixed hours’ is selected, define the number of hours worked from which overtime will be calculated

 

Configuration examples

• Hourly theoretical (negative hour calculation) :
  • If the hourly theoretical is 35 hours, 
  • The hours counted and initiating processing will be those less than 35 hours
• Weekly theoretical (negative hour calculation) : 
  • If the hourly theoretical is 35 hours, 
  • That there is a day of paid leave over the week that is not counted as theoretical working time (7 hours a day), 
  • Then the hourly theoretical is 28 hours, 
  • So the hours counted as overtime over this week will be those less than 28 hours 
• Weekly theoretical + 4 hours (from 00:00) : 
  • If the hourly theoretical is 35 hours, 
  • That there is a day of paid leave over the week that is not counted as theoretical working time (7 hours a day), 
  • Then the hourly theoretical is 28 hours, 
  • So the hours counted as overtime over this week will be those superior to 32 hours (28 h + 4 h) 
• Between hourly theoretical + 4 hours and weekly theoretical + 8 hours : 
  • If the hourly theoretical is 35 hours,
  • That there is a day of paid leave over the week that is not counted as theoretical working time (7 hours a day), 
  • Then the hourly theoretical is 28 hours, 
  • Therefore, the hours counted as overtime over this week will be those between 32:00 and 36:00
• Number of fixed hours : 35 hours
  • Regardless of the number of theoretical hours of the work shift or week
  • It does not matter whether there is a day of paid leave 
  • The hours counted and initiating processing over this week will be those less than 35 hours 
• Number of fixed hours : 44 hours
  • Regardless of the number of theoretical hours of the work shift or week
  • It does not matter whether there is a day of paid leave 
  • The hours counted and initiating processing over this week will be those less than 44 hours 
• Between Number of fixed hours 35 hours and Number of fixed hours 39 hours : 
  • The hours counted and initiating processing over this week will be those between 35 hours and 40 hours
• Between weekly theoretical + 0 hours and Number of fixed hours 35 hours :
  • If the hourly theoretical is 35 hours,
  • That there is a day of paid leave over the week that is not counted as theoretical working time (7 hours a day), 
  • Then the hourly theoretical is 28 hours, 
  • The hours counted and initiating processing over this week will be those between 28 hours and 35 hours

 

Note : The list is not exhaustive: use the drop-down menus to select the operating mode corresponding to your Company/work shift schedule to be configured.

  

• Choose the transfer type : 'No transfer', 'Automatic transfer' or 'Manual transfer' 
• Choose the 'target' , in which tracker the hours needs to be shifted. It exists 2 types of targets:
  • Trackers from 'Leave and absences types' 
  • Or 'Payroll' to handle overtime hours to be paid
• Fill-in if necessary, the multiplier coefficient to be applied (e. g. 125%, 150%, etc.)
• Define a 'Maximum number of hours remaining at tracker end period'

For example :

If the field is filled in this way, the "Compensation day" tracker will have a maximum balance of 14 hours.

This means that the employee can have a maximum of 14 hours in "stock".

In this case, it is possible to define a 2nd target that allows you to retrieve any excess hours to be transferred so that the employee does not lose them, even during automatic transfers. The order in which the targets are created is then decisive.

• Click on 'Add a target' and repeat the previous operations if necessary.
• When setting successive time slots, repeat the end limit of the 1st slot in the beginning limit of the 2nd slot in order to ensure the continuity of the consideration of overtime. 

For example : 

1st calculation rule at 25 %, fill-in: 125 % (from 35:00 (excluded) to 39:00 (included))

2nd calculation rule at 50 %, fill-in: 150 % (from 39:00 (excluded) to 44:00 (included))

• Save the work shift calendar.

 

Keywords associated to this article:

Overtime hours - manual transfer - automatic transfer - weekly theoretical - hourly theoretical - target - workshift - overtime management - number of overtime hours