Keeping track of overtime in Workfeed, how does that work?
Workfeed allows you to track your employees' overtime automatically by comparing their contractual hours and scheduled hours every week. Based on the balancing, each employee's overtime balance is updated.
To give a practical example:
An employee whose overtime balance is at +1h is expected to work 40 hours per week based on their employment contract. This week the employee works 41 hours, which means Workfeed adjusts the overtime balance to +2h.
Activating the overtime balance.
To start tracking your employees' overtime, the overtime balance must be activated individually for each fixed employee. Here's how you can activate the overtime balance:
Open the team list by clicking on the '👬' icon at the top right of your screen. Here, select an employee whose overtime should be tracked and click on 'Edit profile'. After clicking 'Edit profile' you will find the 'Labor' tab. When you click here you will be able to select 'Monthly wage'. Enter the employee's weekly contract hours under 'Standard hours/week' and activate the 'Overtime balance'.
You can also define the start day here, which means when Workfeed will start calculating the balance. Make sure to click on 'Save' in the top-right when you're ready, and that's it — this employee's overtime balance will now be tracked. Repeat this process for each employee whose overtime needs to be tracked.
Viewing an employee's overtime.
You can view an employee's overtime balance by selecting the relevant employee in the team list. When you open the employee's profile, you will see the current overtime balance.
When you click on it, you can view the employee's overtime balance for a period of your choice. You can also view the adjustment log to see how the balance was set up. If necessary, you can also make manual adjustments to the overtime balance.
Making manual adjustments to the overtime balance.
It is possible to make manual adjustments to your employees' overtime balance. When you click on the blue plus '➕' icon next to the overtime balance, you can add or subtract hours from the balance. An example of how to use manual adjustments is entering hours from a previous system or removing paid hours.
To make a manual adjustment, simply select whether the hours should be added or subtracted from the balance, fill out the hours and/or minutes, add a note to label the manual adjustment, and select on which date the adjustment should be added. Click 'Add adjustment' to save it.
Setting up overtime supplements.
It is not uncommon that 1 hour of overtime is multiplied by e.g. 1.5X, meaning that each hour of overtime adds 1,5 hours to the overtime balance. Should this be the case in your company, you can set up an overtime supplement to make sure Workfeed automatically takes this into account. Here's how it works:
You can manage your (overtime) supplements from the time tracking settings. Open the settings by clicking on the '⚙️' icon and selecting 'Time tracking'. Search for 'Supplements' and click 'Open' to create or edit supplements.
When you click on the blue plus '➕' at the top right of the box, you start creating a new
allowance. First of all, you can give the supplement a name. Then click on 'When' to determine when the supplement will be triggered.
When you have clicked on 'When', you can select 'Overtime'. Then, below that, you can determine when the supplement is triggered, e.g. when a shift lasts longer than 8 hours on a weekday.
You can then click 'Add' to determine what should happen when the supplement is triggered. To add hours to the overtime balance, you need to click '⏰ Overtime balance'. Then, you can determine whether the overtime hours should be multiplied as in the example above or if a custom number of hours should added to the balance.
Finally, you can define which employees the supplement applies to. Naturally, only employees with an overtime balance will be eligible for an overtime supplement. However, you can narrow it down even further by filtering on certain roles or employees.
Once ready, simply click 'Save' to save the supplement. Once saved, the supplement will go into effect instantly.
Exchanging overtime for compensatory time.
When an employee has accrued overtime, they can use these hours to take time off — we call this compensatory time in Workfeed. Employees can submit requests for compensatory time themselves via the Workfeed app. When the request is approved by you, the scheduled hours of the day(s) on which the compensatory time is scheduled are automatically deducted from the employee's overtime balance.
FAQ.
Can employees see their overtime balance?
Yes, your employees can see their overtime balance. This guide shows how employees can see their overtime balance.
Can employees see each other's overtime balance?
No, your employees can only see their personal overtime balance.
Can I make manual adjustments to an employee's overtime balance?
Yes, when you click on the blue plus '➕' icon next to an employee's overtime balance, you can add or subtract hours from the balance.
The overtime balance does not align with the scheduled hours in the same period, why?
Firstly, verify whether the weekly hours are set appropriately. Alternatively, there may be a supplement that causes additional hours to be added. You can review your settings to see if there are overtime supplements enabled.
I granted my employee compensatory time but the overtime balance did not decrease, why?
Ensure that a shift with adequate working hours is scheduled for the employee on the day the compensatory time is scheduled. The hours of the shift are the hours deducted from the overtime balance.
Can I pay an employee's overtime as a salary in Workfeed?
No, it is not possible to pay overtime directly in Workfeed. When you pay overtime you can deduct the hours from the balance through a manual adjustment.