How to register overtime in Workfeed
Workfeed allows you to track your employees' overtime automatically by comparing the hours defined in their work hours profile and their actual working hours.
Practical example: An employee whose current overtime balance is +1h 0m is expected to work 40 hours per week based on their work hours profile. This week, the employee works 41 hours, which means Workfeed adjusts the overtime balance to +2h. In the overtime bank, you can find a detailed breakdown of how the overtime balance is calculated.
Activating the overtime balance
To start tracking your employees' overtime, you have to create and/or assign a work hours profile in which the overtime bank is activated. In the same work hours profile, you will also be able to specify the exact working days and times of the employee(s) in question to ensure accurate overtime calculations.
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 can click on 'Overtime bank' to see their current overtime balance.
In addition to viewing the current time bank, you can review the calculation behind it. You’ll see a detailed breakdown of an employee’s registered work hours compared to the hours in their work hours profile and how this affects their time bank across different time intervals. You can choose to display this on a cyclic, weekly, or monthly basis. To view the breakdown on a daily level, simply click on a period to open the detailed overview.
Making manual adjustments to the overtime balance
It’s possible to make manual adjustments if, for example, you want to add hours from a previous system or remove hours that have been paid out. Click on a week in the overview, then on the blue ‘➕’ icon to add or remove hours from the balance.
From there, select whether the hours should be added to or subtracted from the overtime bank, enter the number of hours and/or minutes, add a note to indicate the reason for the manual adjustment, and choose the date the adjustment should be recorded. Click on ‘Add adjustment’ to save it.
Once the manual adjustment has been saved, both you and the relevant employee will be able to see it in their overtime bank.
Setting up overtime supplements
It’s not uncommon for 1 hour of overtime to be multiplied by, for example 1,5, which means that each hour of overtime adds 1,5 hours to the time bank. If this applies to your company, you can set up an overtime supplement to ensure that Workfeed automatically accounts for it. Here’s how it works:
You can manage your (overtime-)supplements from the time tracking settings. Open the settings by clicking the '⚙️' icon and selecting 'Time tracking'. Look for 'Supplements' and click 'Open' to create or edit a supplement.
When you click the blue '➕' icon in the top right corner of the box, you start creating a new supplement. First, you can give the supplement a name. Then click 'When' to determine when the supplement should 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 be 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 take effect immediately.
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 you approve the request, 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 bank?
Yes, your employees can see their overtime bank. This guide shows how employees can see their overtime balance.Can employees see each other's overtime bank?
No, your employees cannot see other employees' time bank. They can only see their own personal overtime bank and, therefore, keep track of their own overtime balance.Can I make manual adjustments to an employee's overtime balance?
Yes, you can make manual adjustments to an employee's overtime bank. When you click on the blue plus '➕' icon next to an employee's overtime balance, you can add or subtract hours from their balance.I granted my employee compensatory time, but the overtime balance did not decrease. Why?
You need to make sure that a shift with sufficient working hours is scheduled for the employee on the day the time off is planned. The hours from that shift are the ones deducted from the overtime bank.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.Who does it make sense to set up a time bank for, and why?
The time bank is primarily intended for salaried employees. It doesn’t make sense to have a time bank for hourly employees, as they are already paid for the exact number of hours they work. A time bank is used to record and balance differences between agreed and actual working hours, meaning it’s only relevant for fixed-salary employees whose pay does not vary with the number of hours worked.