Set up overtime profiles, surcharges and other special hours

Related module:

Note: Setting up overtime rules can be a complex operation. Our consultants are available to assist you in this process as part of an assistance package.

Do not hesitate to contact us if you require further information!

In this article:

• Objectives and Settings
• Step 1 - Create the balances into which hours will be transferred
• Step 2 - Set up compensatory time off and/or surcharge rules in working schedules
  • A word on vocabulary
  • Weekly overtime
  • Theoretically non-working days
  • Public holidays
  • Night hours
  • Rules in case of accumulation
  • Special hours
  • Modulation and/or annualization
  • Exceptional work requests

Objectives and Settings

Objectives

• Set up the processing of overtime declared in timesheets and activity sheets, including any surcharges (export to payroll or to a compensatory time off balance),
• Manage exceptional work requests, for example, requests for overtime, night hours, work on a public holiday, etc. even before the hours are worked.

Scope (non-exhaustive list)

• overtime,
• hours worked on public holidays,
• hours worked on non-working days,
• night hours,
• on-call duty,
• intervention time while on call,
• travel time (home-to-workplace, inter-client or inter-site (construction sites, IT service companies),
• changing time (retail, hospital...),
• waiting time (delivery drivers),
• union delegation time
• combination of several of these scenarios

Step 1 - Create the balances into which hours will be transferred

Access: Leave & Absences > Administration > Types de congés et absences

• create a “Nouveau type d’absence” that will be used to transfer hours (overtime, night hours, on-call duty...) coming from timesheets and activity sheets (from the Time & Activities module)
• enter the description (e.g., Récupérations)
• check the box “Définir comme compteur cible potentiel pour la gestion des heures supplémentaires” in the “Temps & Activités” section to access this balance in the “Gestion des heures supp.” tab of working schedules
• save
• repeat the operation if you need several balances (e.g., another leave type “Récupérations”, RCR, RC,...)

More info on creating a leave type: Créer ou modifier un type d’absence ou de congés

Step 2 - Set up compensatory time off and/or surcharge rules in working schedules

Access: Nouvel espace admin > Temps & Activités > Profils d'heures supplémentaires

Overtime profiles allow you to set up overtime rules common to multiple users.

The profile can then be linked to one or more working schedules.

Several types of rules can be set up according to different criteria:

• Overtime: hours worked beyond, below, or between two hour volumes, on a weekly basis (from Monday to Sunday)
• Non-working days: hours worked on theoretically non-working days (e.g., Sunday)
• Public holidays: hours worked on public holidays
• Night hours: hours worked beyond a certain time
• Special hours: on-call duty, travel time, intervention time, changing time, waiting time, union delegation time... This part will be covered in a specific article: Paramétrer les temps spéciaux, astreintes, déplacements et autres types de temps
• Rules in case of accumulation: hours worked at night on a theoretically non-working day and public holiday, for example

A word on vocabulary

A little vocabulary to make sure we understand each other 😁!

• “Pas de transfert”: does not suggest performing a transfer upon validation of the timesheet/activity sheet; this allows you to define specific time slots that will be prohibited when submitting exceptional work requests
• “Transfert automatique”: automatically transfers hours to balances upon validation of timesheets/activity sheets
• “Transfert manuel”: allows you to manually transfer hours into the appropriate balance and in controlled quantities: either in the timesheet or in the interface dedicated to overtime management
• The ‘Nombre d’heures fixes’ allows you to define above which number of hours the overtime calculation should be triggered
• The ‘Théorique de la semaine’ refers to the working schedule, minus any leave days, absences and public holidays for a given week (provided they are set up to appear in timesheets*)
• The ‘Théorique de l’horaire’ is based on the working schedule only

Weekly overtime

This feature allows you to record hours worked outside the defined working schedule for the employee.

These so-called weekly overtime hours can be paid, surcharged, and/or feed a compensatory time off 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 working schedule, on the working schedule taking into account leave and absences, or from a fixed value, or even keeping a threshold notion not to be exceeded.

• select which setting overtime will apply to from the 3 options:
  • Feuilles de temps: if overtime must be calculated from the “Suivi temps” tab
  • Feuilles d'activités: if overtime must be calculated from the “Suivi activités” tab
  • Planning: if overtime must be calculated from the team schedule (if the Schedule module is active).

• In the “Heures supplémentaires hebdomadaires” section, click the “Ajouter une règle” button to create a management rule for calculating and transferring overtime
• enter the “Code” which allows tracking of transfers, particularly in timesheets, activity sheets, and payroll exports. For example: HS125, for overtime surcharged at 25%
• 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: the calculation of hours 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 heures fixes’, if ‘Nombre d’heures fixe’ is selected, define the number of hours worked above which overtime calculation will occur
  • ‘Théorique de la semaine’ 
  • ‘Théorique de l’horaire’

Before continuing the setup, let's look at a few examples 😊! Do you want to go directly to the rest of the setup? Click here!

A few examples:

• Below theoretical schedule (negative hour count):

The hours recorded and triggering processing will be those below the number of hours my employee must work each week.

Patrick usually works 35h per week; he works 28h this week, 7h will be debited from his balance.

• Below weekly theoretical (negative hour count):

The hours recorded and triggering processing will be those below the theoretical number of hours my employee must work each week minus leave days/hours deducted from the theoretical.

Alexandra has a theoretical schedule of 35 hours per week. This week she took 1 RTT day on a 7-hour day => her weekly theoretical is therefore 35h - 7h = 28h.

She worked normally on the other days, i.e. 28 hours => no hours will be debited from her balance.

• > Weekly theoretical + 4 hours:

The hours recorded and triggering processing will be those above the theoretical number of hours + 4 hours my employee must work each week minus leave days/hours deducted from the theoretical.

Pamela has a theoretical schedule of 35 hours per week; she booked 2 paid leave days (2x7h) this week. Her weekly theoretical is therefore 35h - 14h = 21 hours. The rule will therefore trigger if she works more than 25 (21+4) hours this week.

• Between weekly theoretical + 4 hours and weekly theoretical + 8 hours: 

The hours recorded and triggering processing will be those above the theoretical number of hours + 4 hours and below the theoretical number of hours + 8 hours my employee must work each week minus leave days/hours deducted from the theoretical.

Jérémy works 35h per week; he booked 1 RCR day this week (7h). His weekly theoretical is therefore 28 hours.

Therefore, the hours recorded as overtime for this week will be those between 32 hours and 36 hours

• < Fixed number of hours: 35 h

The hours recorded and triggering processing will be those below the entered fixed number of hours,

• Regardless of the theoretical number of hours of the working schedule or the week
• Regardless of whether there is a paid leave day or other
• The hours recorded and triggering processing for this week will be those below 35 hours 

Simon theoretically works 39 hours per week. This week he booked a leave day equivalent to 7 hours. He therefore worked 32 hours. Following the application of this rule, 35-32 = 3 hours will be debited from his balance.

• > Fixed number of hours: 44 h

The hours recorded and triggering processing will be those above the entered fixed number of hours,

• Regardless of the theoretical number of hours of the working schedule or the week
• Regardless of whether there is a paid leave day or other
• The hours recorded and triggering processing for this week will be those above 44 hours 

Emilie works 39 hours per week. This week she booked 1 CP day equivalent to 7 hours. Over the other 4 days of the week, she worked 41 hours. Despite her many working hours, no hours will be transferred to her balance 🤨.

• Between fixed number of hours 35 h and fixed number of hours 39 h:

The hours recorded and triggering processing will be those between the entered fixed numbers of hours,

• Regardless of the theoretical number of hours of the working schedule or the week
• Regardless of whether there is a paid leave day or other
• The hours recorded and triggering processing for this week will be those between 35h and 39h.

Elodie theoretically works 35h per week. This week she booked 1 RTT day equivalent to 7 hours. The rest of the week she worked 36 hours, so 1 hour will be transferred to her balance.

• Between weekly theoretical + 0 hours and fixed number of hours 39 h:

The hours recorded and triggering processing will be those between the weekly theoretical and an entered fixed number of hours. The system will then take into account any booked leave days and public holidays for the lower limit, but will not take them into account for the upper limit.

Emmanuel theoretically works 35h per week. He booked a leave day this week equivalent to 7 hours. Therefore, the hours recorded as overtime for this week will be those between 28 hours and 39 hours. Emmanuel actually worked 32 hours, so 4 hours will be transferred to his balance.

• Between weekly theoretical +0 and +4 and > weekly theoretical +4:

It is possible to combine several rules. In this case, the hours recorded and triggering processing:

• for the rule H SUP35 will be those between the weekly theoretical and the weekly theoretical +4h an entered fixed number of hours.
• for the rule H SUP39 will be those above the weekly theoretical +4h.

Lisa theoretically works 35h; this week she had a busy week and declared 41h of work. She will therefore have 4 overtime hours with code H SUP35 and 2 hours with code H SUP39. This allows different processing for these two codes: one in payroll and the other in compensatory time off, or different multiplying coefficients,...

Well, let's continue 😊! We previously covered the beginning of the overtime configuration: code, trigger conditions,....

• select the Type de transfert:
  • "Pas de transfert",
  • "Transfert automatique"
  • or "Transfert manuel"
• select the "Cible(s)", i.e., to which destination the hours must be transferred (except when "Pas de transfert" is selected). There are two types of targets:
  • Balances that come from "Types de congés et absences" (e.g., Récupération)
  • A "Paye" field to manage hours that must be paid
• enter for each balance, if needed, the multiplying coefficient to apply (e.g., 125%, 150%...)
• (optional) define a maximum volume of hours that the target balance cannot exceed (surcharge included) by filling in the "nb d'heures maximum" field:
  • at the end of the period: in this case, the system will take into account absences booked later.
  • at the transfer date: the system will only base itself on the balance at that specific time.
• save.

Example:

If the framed box is filled in this way, the "Récupération" balance will have a maximum balance of 14 hours.

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

In this case, it is possible to define a 2nd target to recover any surplus hours to transfer so that the employee does not lose them (e.g., Paye), even during automatic transfers. The order in which targets are created is therefore crucial

• click 'Ajouter une cible' and repeat the previous operations if necessary.
• When setting up successive time slots, repeat the end boundary of the 1st slot in the start boundary of the 2nd slot to ensure continuity in accounting for overtime.
• save

Example:

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

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

Theoretically non-working days

This feature allows you to recover and/or surcharge hours worked on theoretically non-working days.

• in the "Jours théoriquement non travaillés" section, click the "Ajouter une règle" button
• enter the "Code" which allows tracking of transfers (e.g., DIMANCHE 200%, for hours worked on Sunday surcharged at 100%)
• check the box "Exclure ces heures du calcul des heures supplémentaires hebdomadaires" if the hours worked should not be included in the weekly overtime calculation
• select the relevant day from the drop-down menu (e.g., Dimanche)
• check the box "Déclencher la majoration même si le jour est travaillé" so that hours worked on that day, whichever it is, are surcharged (according to the coefficient to be indicated next)
• select the Type de transfert: "Pas de transfert", "Transfert automatique" or "Transfert manuel"
• select the "Cible", i.e., in which 'balance' hours should be transferred (except for "Pas de transfert"). There are two types of targets:
  • balances that come from "Types de congés et absences" (e.g., Récupération)
  • a "Paye" field to manage hours that must be paid
• enter for each balance, if needed, the multiplying coefficient to apply (e.g., 200%)
• define a maximum volume of hours that the target balance cannot exceed (surcharge included) by filling in the field "nb d'heures max dans le solde à fin de période du compteur"
• add a non-working day and repeat the previous operations if necessary
• save the profile

Public holidays

This feature allows you to recover and/or surcharge hours worked on public holidays (e.g., work on August 15), based on the public holidays defined in the calendar applicable to each user.

• in the "Jours fériés" section, click the "Ajouter une règle" button
• enter the "Code"; this allows tracking of transfers (e.g., FERIE 200%, for hours worked on a public holiday surcharged at 100%)
• check the box "Exclure ces heures du calcul des heures supplémentaires hebdomadaires" if the hours worked should not be included in the weekly overtime calculation
• determine the Type de transfert:
  • "Pas de transfert",
  • "Transfert automatique" 
  • or "Transfert manuel"
• select the "Cible", i.e., in which 'balance' hours should be transferred (except for "Pas de transfert"). There are two types of targets:
  • Balances that come from "Types de congés et absences" created in step 3 (e.g., Récupération)
  • A "Paye" field to manage hours that must be paid
• enter for each balance, if needed, the multiplying coefficient to apply (e.g., 200%)
• define a maximum volume of hours that the target balance cannot exceed (surcharge included) by filling in the field "nb d'heures max dans le solde à fin de période du compteur". (see example)
• save the profile

Night hours

This feature allows you to recover and/or surcharge hours worked at night.

• in the "Horaires de nuit" section, click the "Ajouter un horaire de nuit" button
• enter the "Code" which allows tracking of transfers (e.g., NUIT 150%, for night hours surcharged at 50%)
• check the box "Exclure ces heures du calcul des heures supplémentaires hebdomadaires" if the hours worked should not be included in the weekly overtime calculation
• enter the start time (e.g., 22:00) and end time (e.g., 05:00)
• select the Type de transfert:
  • "Pas de transfert",
  •  "Transfert automatique" 
  • or "Transfert manuel"
• select the "Cible", i.e., in which 'balance' hours should be transferred (except for "Pas de transfert"). There are two types of targets:
  • Balances that come from "Types de congés et absences" created in step 3 (e.g., Récupération)
  • A "Paye" field to manage hours that must be paid
• enter for each balance, if needed, the multiplying coefficient to apply (e.g., 150%)
• define a maximum volume of hours that the target balance cannot exceed (surcharge included) by filling in the field "nb d'heures max dans le solde à fin de période du compteur". (see example)
• add a time slot and repeat the previous operations if necessary. When setting up successive time slots, repeat the end boundary of the 1st slot in the start boundary of the 2nd slot to ensure continuity in accounting for overtime. Example: 1st slot at 50%, enter 150%: from 22:00 to 05:00 - 2nd slot at 25%, enter 125%: from 05:00 to 07:00
• save the profile

Don't fall asleep 😊! We're almost at the end!

Rules in case of accumulation

In the absence of defined multiplier accumulation rules, these are added together.

Example: if an employee works on a Sunday that is also a public holiday, 200% from the settings of non-working day rules, plus 200% from the settings of public holiday rules, giving a total of 400%.

If specific accumulation rules exist, for example hours worked on a Sunday public holiday must be subject to a multiplier coefficient of 300% instead of 400%, then you must create accumulation rules:

• in the "Règles en cas de cumul" section, click the "Ajouter une règle" button
• enter the "Code"; this allows tracking of transfers (e.g., DIMANCHE FERIE 300%, for hours worked on a Sunday that is a public holiday with a surcharge limited to 150%)
• enter the transfer "libellé" (e.g., Dimanche férié majoré à 150%))
• select the two rule "Codes" that involve different accumulations (e.g., DIMANCHE 200% and FERIE 200%)
• click "Ajouter une règle" if the number of accumulated balances is greater than 2 (e.g., for hours worked at night on a Sunday public holiday: DIMANCHE 200%, NUIT 50% and FERIE 200%)
• determine the Type de transfert:
  • "Pas de transfert",
  •  "Transfert automatique" 
  • or "Transfert manuel"
• select the "Cible", i.e., in which 'balance' hours should be transferred (except for "Pas de transfert"). There are two types of targets:
  • Balances that come from "Types de congés et absences" (e.g., Récupération)
  • A "Paye" field to manage hours that must be paid
• enter for each balance, if needed, the multiplying coefficient to apply (e.g., 200%, 250%, 300%...)
• define a maximum volume of hours that the target balance cannot exceed (surcharge included) by filling in the field "nb d'heures max dans le solde à fin de période du compteur".
• add a rule and repeat the previous operations if necessary
• save the profile

Special hours

Special hours (or time types) allow your employees to declare, within their timesheets, activities that are subject to special processing. By managing your special hours, you can refine your activity reports, credit specific balances or trigger overtime in payroll via variable payroll elements.

You will find all the information to set up your time types in this article: Paramétrer les temps spéciaux, astreintes, déplacements et autres types de temps

Modulation and/or annualization

Modulation is a mechanism allowing you to modify weekly or monthly working hours based on fluctuations in company activity.

It is possible to automate the management of overtime, or surcharges to be applied, for the modulation period (monthly averaging, annualization,...) in addition to weekly overtime rules.

You will find all the information on this feature in this article:

Gérer les heures supplémentaires en cas de modulation du temps de travail

Exceptional work requests

Eurécia allows users to make exceptional work requests, i.e. to request to work outside standard working hours. You will find detailed information on this feature in this article: Autoriser et configurer les demandes de travail exceptionnel

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