Compensatory time
Check each employee's overtime balance and record, accept or reject the time off they take in exchange.
Compensatory time is each employee's hours balance. Accepted overtime requests add hours to the balance and each compensatory time entry (time off the employee takes in exchange) subtracts them. From here you approve the compensatory time employees request, record what you agree with them and check each person's balance.
To open it, click Compensatory time in the admin panel's side menu. You will see two options:
- Listing: all the team's compensatory time, by status.
- Employee details: the balance and the entries of one specific employee.
How the balance is calculated
Each employee's balance is calculated per calendar year with three figures:
| Figure | What it adds up |
|---|---|
| Total generated: | The hours from the year's accepted overtime requests, multiplied by the Multiplier of their type. If an already accepted request is deleted, its hours stop counting. |
| Total compensatory time: | The hours of the year's accepted compensatory time. |
| Total pending: | Total generated: minus Total compensatory time:. It is what the employee can still take that year. |
Bear in mind:
- Only accepted entries count. Pending compensatory time does not subtract hours yet.
- Each entry counts in the year of its date: overtime, in the year of the day it was worked; compensatory time, in the year of the day it is taken.
- To accept or record compensatory time, the employee must have enough balance in the year of the compensatory time date. Hours earned in one year cannot be used in the next.
- The Total pending: can go negative, for example if you delete an accepted overtime request whose hours had already been taken.
Listing
In Compensatory time › Listing you have:
- Search...: filters by the employee's first name, surnames or email.
- Date range: choose the period of compensatory time days you want to see. By default, from 7 days ago to 20 days from now.
- Tabs: Pending, Accepted, Rejected and Summary. Pending opens when you go in.
- Create (button with the plus sign): opens Adding compensatory time.
Pending, Accepted and Rejected tabs
Each compensatory time entry appears on a card with:
- The employee's name. Click it to go to their details.
- The remarks, if any.
- Requested time: hours and minutes.
- Requested day: the day the employee takes the hours.
- Date of application: when it was created.
- Responsible: who accepted, rejected or recorded it.
| Tab | Buttons | What happens when you confirm |
|---|---|---|
| Pending | Reject | The compensatory time becomes rejected. The balance does not change. |
| Pending | Accept | "When the compensatory time is accepted, the hours will be subtracted from the employee's hours balance". If they do not have enough balance, you will see "Insufficient balance: The employee does not have enough hours outstanding" and it is not accepted. |
| Accepted | Delete | "When the compensatory time is deleted, the hours will be returned to the employee". |
| Rejected | Delete | The compensatory time disappears. The balance does not change. |
This list only shows compensatory time. The hours earned when overtime requests are accepted are shown in Employee details.
Summary tab
A table with the accepted compensatory hours taken in a year, per employee and month, with a Total column. Under each column name you see the total for all employees.
- Use the arrows next to the year to change year.
- Search... filters by employee name.
- Filter employees limits the table to the employees you choose.
- Click an employee's name to open their details.
Below it there is a reminder that "Only accepted hours worked are shown". This table also includes the hours withdrawn when already accepted overtime requests are deleted, which is why its total can be higher than the employee's Total compensatory time:. The same table is in Analytics › Summary.
Employee details
In Compensatory time › Employee details choose an employee in "Select employee". You also get here by clicking an employee's name in the Listing or in the Summary. To choose another employee, go back to Compensatory time from the breadcrumb at the top.
You will see:
- The employee's photo and name, with their Total generated:, Total compensatory time: and Total pending: for the chosen year.
- The Use of request for hours table with all the year's accepted entries:
| Column | What it shows |
|---|---|
| Date | Day of the entry. |
| Application ID | If the entry comes from an overtime request, its reference, in the form "H-year-number". Empty for compensatory time. |
| Hours requested | The hours as they were requested. A plus sign means hours earned; a minus sign, hours taken or withdrawn. |
| Total hours | The hours that count towards the balance, already multiplied by the type's Multiplier for hours earned. |
| Remarks | For hours earned, the name of the request type. For compensatory time, the note that was written, or "No comments". |
In the table header you have:
- The arrows next to the year, to change year. The three balance figures are recalculated.
- Search..., which filters by remarks or by the final number of the request.
- Create (button with the plus sign), which opens Adding compensatory time with the employee already chosen. Only administrators with permission to create compensatory time see it; supervisors can record it from Listing.
Adding compensatory time
Use it to record time off the employee takes against their balance. Click Create (in Listing or in Employee details) and fill in:
- Employee (required).
- Date (required): the day they take the hours. By default, today.
- Remarks (optional).
- Hours requested (required): hours and minutes. By default, 1 hour.
Click Create. The compensatory time is saved directly as accepted and subtracts the hours from the balance. If the employee does not have enough balance in the year of that date, you will see "Insufficient balance" and it is not saved.
The step-by-step is in Compensate overtime with time off.
Rules
- Only pending compensatory time can be accepted or rejected.
- A supervisor cannot accept or reject their own compensatory time.
- Entries that come from an overtime request (those with an Application ID) cannot be deleted from here. To remove them, delete the request in Request for hours.
- Compensatory time cannot be changed. Delete it and create it again.
- Compensatory time days appear in the employee's Calendar and in its PDF.
- Accepting, rejecting or recording compensatory time does not send notifications to the employee. The employee sees the status and their balance in the clock-in app.