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      Scheduling of Extra time and Overtime

      Information about scheduling and time registration for hours of Extra time and Overtime.

      Calculation of Extra time and Overtime can occur in two different scenarios - either through scheduling work shifts of the type Overtime or Time registration with deviation codes Extra time/Overtime.

      Option 1:

      • Scheduling Extra time/Overtime with work shifts of the type Extra time/Overtime. The work shift, except the break time, will be calculated as Overtime. How the OB (inconvenient working hours) are calculated is based on the deviation code of the type "Ordered to work" that is connected to the contract the employee is connected to. 

      Option 2:

      • The employee has been clocking in/out with the deviation code of the type "Ordered to work". The employees can clock in/out with the Extra time/Overtime code when a scheduled work shift is missing, if they start their work shift earlier than the scheduled time or if they work longer than the work shift is scheduled. 

      For the monthly employees who is connected to a schedule, it is important that the work shifts beyond the normal schedule is separated so that the Extra time/Overtime is calculated automatically. 

      Start by making sure that the employees with monthly salary are connected to a base schedule that corresponds to their weekly working hours. 

      You can always see this if you go to Staff - chosen employee - Base schedules and periods. If, for some reason, the schedule does not match the agreed weekly work hours this orange exclamation mark will show next to the cross:

      If you hold the cursor over the exclamation mark you will get more information about how the scheduled time differs from the agreed time. In this example there is no orange exclamation mark, just the way we want it to look:

      In case of scheduled shifts outside of normal working hours (extra work) a work shift of the type "Overtime" needs to be scheduled. 

      To schedule a work shift of the type Overtime you easily go through Staff - chosen employee - Time Stamps and Balances. On this page you can either choose to press "Add shift" or drag with the cursor in the time shoulder to make a shift from scratch. Double click on the work shift to be able to make changes to the shift. Change the "Type" to Overtime and press save, then press save again on the daily view. 

      Now when you have scheduled the employee on a shift like this the time will be calculated between Extra time & Overtime according to the rules of the contract the employee is connected to. 

      If Extra time/Overtime is to be scheduled on the same day as another scheduled work shift of normal time - the work shift is added exactly the same way as the example above. 

      You add the work shift before or after the existing shift, double click on it and choose Type: Overtime  - Save and then Save again. You will be able to distinguish which of the shift is Overtime since the letters "OT" will show next to the hours of the shift and the letters will be italic. In the Weekly overview however, the Overtime shifts will be shown with red time indication. 

      You will be able to see the scheduled/planned time and how much of that time is planned Overtime in the employees calendar (Staff - chosen employee - Calendar). 
      In the scenario where the Extra time/Overtime is not scheduled, unplanned overtime, the employee will be able to clock in/out with the deviation code "Ordered to work". This could be in case the employee need to stay longer than their original working hours or a day where there is no work shift planned etc. 
      The deviation code for ordered work could be called overtime, extra work, extra time for example, this is something our customers decide themselves. The deviation code will show in the scenarios where the employee clock in before the planned shift, after the shift has ended or if there is no scheduled shift. When the code is used the hours will be calculated between Extra time & Overtime according to the rules of the contract the employee is connected to. 
      All hours outside of the planned/scheduled working hours needs to be approved and therefor it always ends up in the Approvals list. In here the administrator will be able to choose to approve the extra time to be paid in money or in time. If it is approved in time the employee will get those extra hours added to their Timebank. (Flextime). If it is approved in money the compensation will be paid according to the Extra time/Overtime accounts.