Click: Setup Admin -> Modules -> Time registration with hour bank
Overtime job codes are used by employees who need to register their deviations (their overtime) beyond normal work hours.
Overtime job codes update the hour bank or are paid out via payroll depending on the setup. Overtime job codes can have earning factors (1: X).
Overtime job codes can be used by hourly and fixed paid employees.
Overtime job codes can be used together with:
Time registration - with hour bank
Time registration - without hour bank
Create overtime job codes
Create job codes that clearly tell employees when to use them:
Flex time - daily plus hours (1:1)
Weekend (1:1.5)
Public holidays (1:2)
On-call duty (payout)
Mandated overtime (payout)
Prevent employees from registering time on a job code that doesn't apply to them by targeting job codes to the policies/staff groups they apply to!
For each overtime job code you create, select which earning factor the job code should have. For example, 1 hour of overtime should earn 2 hours in the hour bank (1:2).
If the overtime job code is for payout, add the payroll code in the ID number field.
Mark that the job code should be included in the payroll export.
Settings for overtime job codes
Click: Setup Admin -> Modules -> time registration with hour bank
Two registration options are available for registering time on overtime job codes
With start and end time
Only number of hours
📑 The user guide shows the 2 different registration methods. Click here!
💁 Enable or disable approval requirements for overtime and time off.
Change the label for overtime and time off in the app:
How overtime codes work when enabled
The employee must select the correct job code to register time on.
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Registered time is added with the selected factor/rate via the time registration method enabled on the employee's policy: Only number of hours
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Registered time is added with the selected factor/rate via the time registration method enabled on the employee's policy: Start & end time |
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Overtime job codes with added official work hours with start and end time.
The app knows the employee's official work hours and can suggest start and end times outside normal work hours.
📑 Guide to creating official work hours with start and end time: Click here! |
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Overtime job codes for payout.
When these job codes are selected, the hour bank is not updated. The registered hours are forwarded for payroll processing. |
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Access to request payout of earned hours in the hour bank.
💁 Access to payout is a setting on the policy.
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Access to overtime job codes
Enable access to overtime job codes in the policies:
Access to overtime/time off is given via the employee's master data card:
ℹ️ Employees get access to register overtime job codes as well as time off.
💁 It is not required to create official work hours to manage time off. But it is recommended.
Read more about official work hours here:
📑 Guide to official work hours with start and end time: Click here!
📑 Guide to official work hours with only the day's net hours: Click here!
FAQ
Can the note field be made mandatory when registering overtime and time off?
Can the note field be made mandatory when registering overtime and time off?
It is not possible to make the note field mandatory. Employees can create registrations without filling in a note.
However, you can set up an approval flow for both overtime and time off. This way, the manager can reject registrations if the note is missing.
This is an effective way to ensure employees always add a note for both overtime and time off.
Why aren't overtime hours included in the payroll export?
Why aren't overtime hours included in the payroll export?
Overtime hours are only exported to the payroll system if they are registered on a job code for payout, and the job code is correctly set up for payroll.
If the overtime is set up for the hour bank, the hours will not be exported as payroll.
Read more about payroll export in our guide: Export to your payroll system
What is the difference between overtime to hour bank and overtime for payout?
What is the difference between overtime to hour bank and overtime for payout?
Overtime to hour bank is collected as time that can be taken as time off later
Overtime for payout is sent to the payroll system and paid out as salary
If a payroll code is linked and marked to be included in the payroll export
It is the job code setup that determines how the overtime is handled.
Can the same employee have both overtime in the hour bank and paid out?
Can the same employee have both overtime in the hour bank and paid out?
Yes. Employees can have access to multiple overtime job codes, for example:
One job code for overtime in the hour bank
One job code for overtime with payout
It's important that the employee registers the time under the correct job code.
Why do I see overtime hours in BitaBIZ, but not in the payroll system?
Why do I see overtime hours in BitaBIZ, but not in the payroll system?
If overtime hours are visible in BitaBIZ but not in the payroll system, it's typically due to one of the following reasons:
The job code is missing a payroll code
The job code is not marked for payroll export
The overtime is registered under an hour bank job code