Validate and transfer overtime, on-call duty and other special times

Related module:

📖 In this article:

• Validate transfers individually in each timesheet
• Validate transfers in bulk
• Hour transfers and exceptional work requests
• Status of requests in transfers
• Automatic transfers

Validate the transfer of overtime and special times

To validate the transfer of hours, there are two solutions: individually or in bulk.

Validate transfers individually in each timesheet

Access: Menu > Temps & Activités > Vue manager

• Filter if needed by departments, structures, employees, archived data and period.
• Select the “Validée” status.

• Open the timesheet.
• Check the summary of hours worked in the tables at the bottom of the page.
• Click on the pencil icon at the end of each row of the “Traitement des heures réalisées” table to bring up the transfer pop-up. If the approval workflow for exceptional work requests is active, the status of the requests is then indicated in parentheses.

• Optionally modify the number of hours to transfer.

• Enter a comment (optional).
• Proceed with transferring the hours by clicking on the “Valider le transfert” button or “Valider tous les transferts” if there are several.
• The process is complete.

Validate transfers in bulk

Access: Menu > Temps & Activités > Transfert des Heures supp.

• Filter if needed by departments, structures, employees, archived data and period. Select the “À transférer” status.
• Select the “Cible” (optional) to display transfers based on the “balance” to which the hours to process are transferred.
• Click “Afficher”.
• Click on the pencil icon at the end of each row of the “Traitement des heures réalisées” table to bring up the transfer pop-up. If the approval workflow for exceptional work requests is active, the status of the requests is then indicated in parentheses.
• Optionally modify the number of hours to transfer.
• Enter a comment (optional).
• Proceed with transferring the hours by clicking on the “Valider le transfert” button or “Valider tous les transferts” if there are several.
• Once the transfers are approved, the rows disappear from the “Traitement des heures réalisées” table (because they are no longer in “À transférer” status but in “Transféré” status).
• The process is complete.

Hour transfers and exceptional work requests

If the approval workflow for exceptional work requests is active for the employee who performed overtime, night hours or other, then the transfer of hours to target balances (payroll, time off in lieu) follows the rules defined below.

Status of requests in transfers

The status of requests is indicated in parentheses for each transfer.

The statuses are:

• Validée: the hours or volumes of hours worked under overtime rules, night hours rules or other are identical to those requested and approved.
• Partiellement validée: part of the hours or volumes of hours worked under overtime rules, night hours rules, etc., are identical to those requested and approved.
• Non validée: the hours or volumes of hours worked under overtime rules, night hours rules, etc., were not requested or were not approved.

Then follows the distribution of hours across target balances (time off in lieu or payroll, for example).

If the worked hours do not correspond exactly to the exceptional work requests, but the volumes worked are:

• Identical: the distribution of hours between target balances is suggested according to the requests.
  Example: in a week, 1 overtime hour on Monday requested to be paid, and 1 overtime hour on Wednesday requested as time off in lieu, totaling 2 hours. The employee works 2 hours of overtime, but 1 hour on Wednesday and 1 hour on Thursday: 1 hour will be suggested for the payroll balance, and 1 hour for the time off in lieu balance.
• Lower: the distribution of hours between target balances is carried out in the order of request creation.
  Example: in a week, 2 paid overtime hours requested (request created on 01/11) and 1 overtime hour on Wednesday requested as time off in lieu (request created on 03/11), totaling 3 hours. The employee ultimately works 2 hours and 30 minutes of overtime: 2 hours will be suggested for the payroll balance, and 30 minutes for the time off in lieu balance.
• Higher: the distribution of hours between target balances is carried out according to requests for the volume of hours corresponding to the requests, then in the order of target definitions in the working schedule for the unrequested time worked.

In all cases, hour caps on target balances are respected.

Automatic transfers

It is possible that transfers have been configured to be automatic.

In this case, no approvals are required, unless exceptional work requests are mandatory and do not correspond to the declared hours.

Transfers then switch to manual mode and must be managed by one of the managers or administrators.

Keywords: increased weekly overtime · with or without increase · transfer of hours to payroll · processing of overtime in payroll · time off in lieu balance · automatic or manual transfer · calculation rule for hours to pay · working schedule exceeded · overtime management · number of overtime hours · leave balances · calculation of actual time worked · theoretical hour volume at 100 %, 125 %, 150 % or 200 % · additional time worked and absences deducted · management of special times · on-call duty · exceptional work request · CET · accumulation of surcharge rules · processing of public holidays or compensatory time off · day and night hours · work outside working hours · allow performing overtime