What are Special hours?

Special Hours is a time category that helps you track and compensate work done during specific times—such as weekends, holidays, or night shifts.

You can create multiple Special Hours to suit your needs. For each Special Hour:

• Define a name for easy identification.
• Specify when it applies, by selecting particular days and time slots or applying it to a full day.
• Set a custom hourly rate
• Choose a compensation method, such as time off, payroll, or balance.

This allows you to accurately track and fairly compensate employees for their work.

How to Configure Special Hours

1. On the sidebar, go to Settings
2. Under Time, select Time Tracking
3. Choose the relevant Time Tracking Policy
4. Navigate to the Work Time Categories tab
5. Scroll down to the Special Hours section
6. Click New Special Hour to create a new entry:
   1. Define the name of the Special Hour or select one from the dropdown.
   2. Specify when it applies—choose specific days and time slots, or apply it for a full day.
   3. Set the hourly rate to apply for this Special Hour.
   4. Choose the compensation method:
      1. Time off: The tracked time transfers to the Time Off counter with the applied hourly rate.
      2. Payroll: The tracked time is available for manual compensation from the timesheet. In the compensation tab you will see the hours tracked, the category name and the multiplier value.
         
      3. Balance: The tracked time transfers to the Balance counter with the applied hourly rate.

Where to View Worked Time Under Special Hours Category

You can view employees’ worked time classified as Special Hours in:

1. Employee’s Timesheet. Open the Time Tracking Breakdown by clicking the Worked Hours counter. Managers and employees can see all classified time worked.
   • For example:
     • 2 hours categorized as a Night Shift
     • 1 hour is categorized as a Late Night Shift
       
2. Exports

• Time Tracking Export – Full version
  • You will be able to see by day, the number of special hours tracked, their category name, and their applied multiplier.

How to Compensate Worked Time Under the Special Hours Category

There are three compensation methods available for each Special Hour, which you can define when setting up the Special Hour in Settings:

• Time off
• Payroll
• Balance

Time Off

Compensation is automatic and does not require manager approval. The employee’s Time Off counter will be updated automatically with the bounes hourly rate.

Payroll

Via the timesheet:

Managers with the “Review and Approve Timesheets” permission must manually compensate this time:

1. Click on the "Total for Compensation" counter in the Timesheet to access the Compensation side panel.
2. Press the "Compensate" button to proceed.
3. Choose the specific hours you wish to compensate.
4. Select the appropriate payroll period for the compensation.
5. Map supplements if you haven’t done so previously.

Via time tracking:

Managers can choose multiple employees under the time tracking page, and choose to bulk compensate them with Payroll

Once compensated, employees and managers will see this time marked as sent to Payroll in the timesheet. Users with Payroll access can view this supplement in the Payroll system.

Balance

Hours will be tracked and transformed to balance with the applied multiplier. The hours will be available for the employee in his timesheet, with no other action required.

Understanding the Formula for Special Hours Compensation

This formula is used to apply a multiplier for special hours and calculate how much additional compensation an employee will receive. It ensures the employee receives only the bonus amount, as their regular salary already includes payment for the hours worked.