Set up overtime profiles, surcharges, and other special times

Related module:

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

Do not hesitate to contact us if you would like more information!

In this article:

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

Objectives and settings

Objectives

• Set up the processing of overtime declared in timesheets and activity sheets, including potential surcharges (export to payroll or to a time-off in lieu balance),
• Manage exceptional work requests, for example, requests for overtime, night hours, work on public holidays, etc. 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,
• work time during on-call duty,
• travel (home to workplace, inter-client or inter-site (construction sites, IT service companies),
• changing time (retail, hospital…),
• waiting time (delivery drivers),
• staff representation hours
• 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

• I create a “New absence type” that will be used to transfer hours (overtime, night hours, on-call duty...) from timesheets and activity sheets (from the Time & Activities module)
• I enter the description (e.g.: Time-off in lieu)
• I check the box “Set as a potential target balance for overtime management” in the “Time & Activities” section to access this balance in the “Overtime management” tab of work schedules
• I save
• I repeat the operation if I need several balances (e.g.: another type of absence “Time-off in lieu”, RCR, RC,...)

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

Step 2 - Set up time-off in lieu and/or surcharge rules in work schedules

Access: Nouvel espace admin > Time & Activities > Profils d'heures supplémentaires

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

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

Several types of rules can be configured according to different criteria:

• Overtime: hours worked beyond, below, or between two hour volumes, on a weekly basis (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 times: on-call duty, travel time, work time during on-call duty, changing time, waiting time, staff representation hours... This part will be covered in a specific article: Paramétrer les temps spéciaux, astreintes, déplacements et autres types de temps
• Rules in case of combination: 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 😁!

• “No transfer”: does not offer to make a transfer upon validation of the timesheet/activity sheet, which allows defining specific time slots that will be forbidden when submitting exceptional work requests
• “Automatic transfer”: automatically transfers hours to balances upon validation of timesheets/activity sheets
• “Manual transfer”: allows manually transferring hours to the appropriate balance and in controlled quantities: either in the timesheet or in the interface dedicated to overtime management
• The ‘Fixed number of hours’ defines from what number of hours the overtime calculation should be triggered
• The 'Theoretical weekly hours' refers to the work schedule, minus any leave and absences and public holidays for a given week (if configured to appear in timesheets*)
• The ‘Theoretical schedule hours’ is based on the work schedule only

Weekly overtime

This feature allows tracking hours worked outside the scope of the work schedule defined for the employee.

These so-called weekly overtime hours can be paid, surcharged, and/or feed 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 theoretical work schedule hours, on work schedule hours taking into account leave and absences, or from a fixed value or by keeping a threshold notion not to be exceeded.

• I choose on which setting overtime will apply among the 3 options:
  • Timesheets: if overtime must be calculated from the 'Time tracking' tab
  • Activity sheets: if overtime must be calculated from the 'Activity tracking' tab
  • Schedule: if overtime must be calculated from the team schedule (if the Schedule module is activated).

• In the 'Weekly overtime' box, I click the 'Add a rule' button to create a rule for managing overtime calculation and transfer
• I enter the 'Code' which allows tracking transfers, particularly within timesheets and activity sheets and payroll exports. For example: HS125, for overtime surcharged at 25%
• in the 'Number of hours worked' section, I select:
  • ‘Less than’
  • ‘Greater than’
  • ‘Between’: another drop-down list allows defining a reference time slot: the calculation of hours will be triggered when the number of hours worked in the week is between the two defined thresholds
• in the following drop-down menus, I select:
  • ‘Fixed number of hours’, if ‘Fixed number of hours’ is selected, define the number of hours worked from which the overtime calculation will be done
  • ‘Theoretical weekly hours’
  • ‘Theoretical schedule hours’

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

A few examples:

• Less than theoretical schedule hours (negative hour count):

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

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

• Less than theoretical weekly hours (negative hour count):

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

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

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

• > Theoretical weekly hours + 4 hours:

The hours counted 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 theoretical.

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

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

The hours counted 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 theoretical.

Jérémy works 35 hours per week, he submitted 1 day of RCR this week (7h). His theoretical weekly hours are therefore 28 hours.

So the hours counted as overtime for this week will be those between 32h and 36h

• < Fixed number of hours: 35 h

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

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

Simon theoretically works 39 hours per week. This week he submitted one day of leave 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 counted and triggering processing will be those above the entered fixed number of hours,

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

Emilie works 39 hours per week. This week she submitted one day of paid leave 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 39h:

The hours counted and triggering processing will be those between the entered fixed number of hours,

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

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

• Between Theoretical weekly hours + 0 hours and Fixed number of hours 39h:

The hours counted and triggering processing will be those between theoretical weekly hours and an entered fixed number of hours. The system will then take into account any leave days taken 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 submitted one day of leave this week equivalent to 7 hours. So the hours counted as overtime for this week will be those between 28h and 39h. Emmanuel actually worked 32 hours, so 4 hours will be transferred to his balance.

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

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

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

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

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

• I choose the Transfer type:
  • "No transfer",
  • "Automatic transfer"
  • or "Manual transfer"
• I select the "Target(s)", i.e. where the hours should be transferred (except if "No transfer" was selected). There are two types of targets:
  • Balances coming from "Leave and absence types" (e.g.: Time-off in lieu)
  • A "Payroll" field to manage hours that should be paid
• I enter the multiplier coefficient to apply for each balance if needed (e.g.: 125%, 150%...)
• (optional) I set a maximum volume of hours that the target balance cannot exceed (surcharge included) by entering the "max number of hours" field:
  • at the end of period: in this case, the system will take into account absences taken later.
  • at the date of transfer: the system will only base itself on the balance at time T.
• I save.

Example:

If the boxed field is filled in this way, the "Time-off in lieu" balance will have a maximum balance of 14 hours.

This means that the employee can have a maximum of 14 hours in "stock" (called "current balance" in Leave & Absences balances).

In this case, it is possible to set a 2nd target to recover any surplus hours to transfer so that the employee does not lose them (e.g.: Payroll), even during automatic transfers. The order of creating targets is then decisive

• I click 'Add a target' and repeat the previous operations if needed.
• When setting up successive time slots, repeat the end boundary of the 1st time slot in the start boundary of the 2nd time slot to ensure continuity in taking overtime into account.
• I 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 recovering and/or applying surcharges to hours worked on theoretically non-working days.

• in the "Theoretically non-working days" box, I click the "Add a rule" button
• I enter the "Code" which allows tracking transfers (e.g.: SUNDAY 200%, for hours worked on Sunday surcharged at 100%)
• I check the box "Exclude these hours from the weekly overtime calculation" if worked hours should not enter into the calculation of overtime
• I choose the day concerned from the drop-down menu (e.g.: Sunday)
• I check the box "Trigger surcharge even if the day is worked" so that hours worked on that day, whatever it is, are surcharged (according to the coefficient to be specified next)
• I choose the Transfer type: "No transfer", "Automatic transfer" or "Manual transfer"
• I select the "Target", i.e. into which 'balance' hours should be transferred (except for "No transfer"). There are two types of targets:
  • balances that come from "Leave and absence types" (e.g.: Time-off in lieu)
  • a "Payroll" field to manage hours that should be paid
• I enter the multiplier coefficient to apply for each balance if needed (e.g.: 200%)
• I set a maximum volume of hours that the target balance cannot exceed (surcharge included) by entering the "max number of hours in the balance at the end of period" field
• I add a non-working day and repeat the previous operations if needed
• I save the profile

Public holidays

This feature allows recovering and/or applying surcharges to hours worked on public holidays (e.g.: work on August 15), according to the public holidays defined in the calendar applicable to each user.

• in the "Public holidays" box, I click the "Add a rule" button
• I enter the "Code", this allows tracking transfers (e.g.: HOLIDAY 200%, for hours worked on a public holiday surcharged at 100%)
• I check the box "Exclude these hours from the weekly overtime calculation" if worked hours should not enter into the calculation of overtime
• I determine the Transfer type:
  • "No transfer",
  • "Automatic transfer"
  • or "Manual transfer"
• I select the "Target", i.e. into which 'balance' hours should be transferred (except for "No transfer"). There are two types of targets:
  • Balances coming from "Leave and absence types" created in step 3 (e.g.: Time-off in lieu)
  • A "Payroll" field to manage hours that should be paid
• I enter the multiplier coefficient to apply for each balance if needed (e.g.: 200%)
• I set a maximum volume of hours that the target balance cannot exceed (surcharge included) by entering the "max number of hours in the balance at the end of period" field. (see example)
• I save the profile

Night hours

This feature allows recovering and/or applying surcharges to hours worked at night.

• in the "Night hours" box, I click the "Add a night schedule" button
• I enter the "Code" which allows tracking transfers (e.g.: NIGHT 150%, for night hours surcharged at 50%)
• I check the box "Exclude these hours from the weekly overtime calculation" if worked hours should not enter into the calculation of overtime
• I enter the start time (e.g.: 22:00) and the end time (e.g.: 05:00)
• I choose the Transfer type:
  • "No transfer",
  • "Automatic transfer"
  • or "Manual transfer"
• I select the "Target", i.e. into which 'balance' hours should be transferred (except for "No transfer"). There are two types of targets:
  • Balances coming from "Leave and absence types" created in step 3 (e.g.: Time-off in lieu)
  • A "Payroll" field to manage hours that should be paid
• I enter the multiplier coefficient to apply for each balance if needed (e.g.: 150%)
• I set a maximum volume of hours that the target balance cannot exceed (surcharge included) by entering the "max number of hours in the balance at the end of period" field. (see example)
• I add a time slot and repeat the previous operations if needed. When setting up successive time slots, I repeat the end boundary of the 1st time slot in the start boundary of the 2nd time slot to ensure continuity in taking overtime into account. Example: 1st time slot at 50%, enter 150%: from 22:00 to 05:00 - 2nd time slot at 25%, enter 125%: from 05:00 to 07:00
• I save the profile

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

Rules in case of combination

In the absence of defined rules for combining multiplier coefficients, they are added together.

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

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

• in the "Rules in case of combination" box, I click the "Add a rule" button
• I enter the "Code", this allows tracking transfers (e.g.: SUNDAY HOLIDAY 300%, for hours worked on a Sunday that is a public holiday whose surcharge is limited to 150%)
• I enter the "label" of the transfer (e.g.: Public holiday Sunday surcharged at 150%)
• I select the two rule "Codes" that involve different combinations (e.g.: SUNDAY 200% and HOLIDAY 200%)
• I click "Add a rule" if the number of combined balances is greater than 2 (e.g.: For hours worked at night on a public holiday Sunday: SUNDAY 200%, NIGHT 50% and HOLIDAY 200%)
• I determine the Transfer type:
  • "No transfer",
  • "Automatic transfer"
  • or "Manual transfer"
• I select the "Target", i.e. into which 'balance' hours should be transferred (except for "No transfer"). There are two types of targets:
  • Balances that come from "Leave and absence types" (e.g.: Time-off in lieu)
  • A "Payroll" field to manage hours that should be paid
• I enter the multiplier coefficient to apply for each balance if needed (e.g.: 200%, 250%, 300%, ...)
• I set a maximum volume of hours that the target balance cannot exceed (surcharge included) by entering the "max number of hours in the balance at the end of period" field.
• I add a rule and repeat the previous operations if needed
• I save the profile

Special times

Special times (or time types) allow your employees to declare, within their timesheets, activities that are subject to special processing. By managing your special times, 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 system allowing the adjustment of weekly or monthly working hours according to fluctuations in company activity.

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

You will find all the information about 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 usual working hours. You will find detailed information about this feature in this article: Autoriser et configurer les demandes de travail exceptionnel

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