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Automatically add overtime and undertime to a balance

Worked more or less than the schedule? After the week closing, the plus and minus hours go onto the balance, to take as time off in lieu or to pay out.

Do you want an employee's plus and minus hours from time tracking to go onto a balance automatically? As an admin, you set this up. You need the Time tracking module for this.

This lets you keep track of how much more or less an employee works than their schedule. The employee sees on the dashboard how many hours they have built up or still have to make up. The employee can take those hours later, or you pay them out.

A closed week in the week closing, with the Overtime balance in the Settled with column, which the plus and minus hours are settled with

You set this up for each employee separately. The balance you want to settle the hours with must be switched on for the employee. Has no suitable balance been added to your company account for this yet? Then first create a new balance as described in Manage balance settings.

This is how you choose the balance for an employee:

  1. Go to Team

  2. Click the three dots at the end of the employee's row and choose Edit personal data

  3. Under Leave balances, tick the balance, if it isn't switched on yet

  4. Under Time tracking, choose the balance at With which balance are plus/minus hours settled at week closing?

  5. Click Edit employee

The plus and minus hours only go onto the balance when you close the week. Rework then compares the registered hours with the required hours: plus hours are added to the balance and minus hours are deducted from it. You can read how to close a week in Check and lock your employees' worked hours.

Note: don't also report overtime with a presence request. Time tracking already keeps track of it, so it would count twice.

What you can do with the hours

The employee can take the hours on the balance as time off in lieu, or you pay them out. What's possible depends on the collective labour agreement (CAO) and the agreements within your company.

With time off in lieu, the employee takes the extra hours worked as time off later, with a leave request. For this you need a leave type that deducts hours from this balance, as described in Verlofsoorten instellen.

Do you want to pay out the hours? Then also tick Plus/minus hours can be paid out in the employee's Edit personal data. At What is the lower limit for payouts of this balance?, you can enter how many hours must at least remain on the balance after the payout.

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