What is Extra Time?

Extra time refers to all the hours worked by an employee beyond their estimated or planned work hours.

In Factorial, there are two ways to compensate for extra time:

• Through time off
• Through payroll

How to Enable Extra Time Compensation Through Time Off

To enable extra time compensation through time off, follow these steps:

1. Navigate to the sidebar Configuration > Time Tracking
2. Select the time tracking policy where you want to enable this feature
3. Within the policy settings, go to the Compensation section
4. Enable the option for Compensate with Time Off

To enable extra time compensation through time off, follow these steps:

Navigate to Configuration > Time Tracking.

Select the time tracking policy where you want to enable this feature.

Within the policy settings, go to the Compensation section.

Enable the option for Compensate with Time Off.

Once this feature is enabled, further configurations are needed to define how the compensation works.

Configuring Extra Time Compensation

Balance Configuration

The balance configuration determines when the platform resets the planned hours versus worked hours in time tracking. This reset only affects the time tracking balance and does not directly impact the time off counter.

Overtime Compensation Configuration

1. Time off allowance counter consults the balance and updates accordingly: This setting determines when the platform checks the balance and, if extra time is found, transfers it to the time off counter.

1. Will be transferred to the time off counter:
   1. All overtime worked: All extra hours recorded after the balance check are transferred to the time off counter.
   2. Overtime worked beyond limit: Only the extra hours that exceed a defined threshold are transferred. This allows organizations to set a minimum number of extra hours an employee must accumulate before earning time off.

Time off allowance counter consults the balance and updates accordingly: This setting determines when the platform checks the balance and, if extra time is found, transfers it to the time off counter.

Will be transferred to the time off counter:

All overtime worked: All extra hours recorded after the balance check are transferred to the time off counter.

Overtime worked beyond limit: Only the extra hours that exceed a defined threshold are transferred. This allows organizations to set a minimum number of extra hours an employee must accumulate before earning time off.

Defining the Thresholds

• Limit starts at: Defines the minimum amount of extra hours an employee must accrue before compensation begins.
  • Example: If this is set to 5 hours, the employee must work 5 hours of extra time before the system starts adding time to the time off allowance.

• Maximum per cycle: Sets the upper limit of extra hours that can be added to the time off counter in a single balance cycle.
  • Example: If this is set to 10 hours, no more than 10 hours can be transferred to the time off counter per cycle, regardless of how much extra time is worked.

Managing Negative Balances

In Factorial, there are two ways to manage negative balances when compensating extra time:

• Until the time off counter reaches 0
• Unlimited

Unlimited

Until the Time Off Counter Reaches 0

This approach tries to balance the extra time counter back to 0 by using future extra hours to compensate for any negative balances. The platform calculates the employee’s balance based on the selected balance period and shift data.

This approach tries to balance the extra time counter back to 0 by using future extra hours to compensate for any negative balances. The platform calculates the employee’s balance based on the selected balance period and shift data.

If the balance is positive, extra hours are moved to the time off counter. If it is negative, the platform keeps track of the deficit and uses future extra time to try to bring the counter back to 0.

Unlimited

This configuration allows the time off counter to reflect both positive and negative balances directly. Negative balances will deduct time from the counter, and any extra hours added later will offset the deficit.

This configuration allows the time off counter to reflect both positive and negative balances directly. Negative balances will deduct time from the counter, and any extra hours added later will offset the deficit.

Understanding the Key Counters in Time Tracking

To better manage extra time compensation, it’s important to understand the different counters visible in the time tracking section:

• Worked Hours: Shows the total hours worked in the current month. Estimated hours are based on the time planning tool.
• Balance: Represents the difference between estimated and actual worked hours for the selected balance period. This can be:
  • Positive: The employee has worked extra hours, which may be moved to the time off counter based on the configuration.
  • Negative: The employee has worked fewer hours than planned, and extra time will be used to balance this deficit.
• Total for Compensation: Indicates the total hours that have been compensated through time off.

Total for Compensation: Indicates the total hours that have been compensated through time off.