Manage overtime
🟩 Detailed instructions on how to record, manage and compensate overtime in Leadtime.
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Overtime management
Leadtime enables detailed recording and management of overtime for each employee. Through a combination of continuous time recording, target/actual comparisons and comprehensive evaluations, overtime can be precisely monitored and managed. Overtime management is an essential part of personnel management, as it is of great importance both for the fulfillment of legal requirements and for employee satisfaction.
How does overtime come about?
In the Our company > Employees > Basics section under the Working hours and salary tab, you can define how many hours an employee must work per week according to their employment contract. This target time serves as the basis for calculating overtime or undertime.
Every employee is required to book their working hours to projects or tickets. This involves recording how many hours they have worked on which tasks. The booked times are compared daily with the working time owed. If an employee works more than contractually agreed, this results in overtime. In return, unfulfilled hours lead to so-called minus hours.
Important factors for the creation of overtime:
- Contractually agreed working hours: the basis for comparing target and actual times.
- Time recording: Employees book their time to different projects or tasks.
- Day-specific comparisons: Daily working time is compared against the contractually defined target time to identify overtime or undertime.
How is overtime checked?
In the Our company > Employees section under the Overtime tab, comprehensive statistics are displayed for each employee on the overtime hours recorded and not yet compensated. These statistics not only provide an overview of the current overtime balance, but also of compensations already made.
Overtime statistics
This block displays all important key figures relating to the employee's overtime:
- Overtime balance: the employee's net overtime or minus hours. Positive values indicate how many overtime hours an employee has, while negative values indicate minus hours.
- Total logged: The total number of hours the employee has logged to date.
- Contract: The employee's working hours owed according to the employment contract in a specific period.
- Total compensated: The number of overtime hours that have already been compensated by money, vacation or other measures.
- Converted to vacation this year: Shows how many overtime hours have been converted into additional vacation days.
- Paid in money this year: Indicates how many hours of overtime were compensated by a special payment.
- Ignored this year: Overtime that has been forfeited or for which no compensation has been provided.
Time logged
This block provides a graphical representation of the employee's daily working time compared to the target time. A gray line shows the contractually defined target working time, while the actual working times are shown as bars in the graph. This makes it easy to visualize the daily deviations.
Compensation history
This area is used to manage overtime and offers the option of recording how this has been compensated. Supervisors can click on the Add button here to compensate overtime using various methods:
- Paid in money: the supervisor and the employee can agree to compensate the overtime with a special payment. The "Paid in cash" type is selected in the dialog and the number of overtime hours to be compensated is entered. Ideally, this special payment should be documented as a bonus in the Wages tab.
- Converted into vacation days: Alternatively, overtime can be converted into additional vacation days. The "Leave days" type is selected in the dialog and the number of hours to be converted into leave days is specified. The year in which the additional vacation days are credited is also selected.
- Ignored: It is also possible to ignore overtime if compensation is not desired or necessary. The "Ignored" type is selected in the dialog and the number of overtime hours to be ignored is specified.
Each of these decisions is documented in the compensation history so that it remains traceable for the employee and the line manager at all times.
Overview of the process
- Recording of working time: Employees book their working hours to projects.
- Verification: The booked time is compared daily with the contractually agreed target time.
- Overtime management: Overtime is recorded and can be compensated by various measures (vacation, money, ignoring).
Leadtime's overtime management ensures that all relevant overtime is recorded, documented and compensated fairly and transparently. This not only promotes employee satisfaction, but also supports the efficient management of resources and personnel.