Introduction to deviation registration
Deviation registration for employees with an hour bank is used when employees have a fixed standard working time and do not need to register their working hours daily. Instead, only deviations from the normal workday are registered, for example when overtime is worked and time off in lieu is accrued.
Deviation registration is well suited for employees with fixed working hours where only changes from the normal workday need to be recorded, such as:
Absence
Overtime
Time off in lieu
On the working time card for employees using time registration with an hour bank, you can see how registered deviations affect both the employee’s hour bank balance and the actual working hours per day and per week.
Read more about time registration with an hour bank here:
Rules and logic for deviation registration
Choice of standard hours method
Deviation registration requires that a standard hours method is configured.
The standard hours form the basis for calculating both actual working hours and the hour bank balance. The standard hours method can be configured on the policy or on the individual employee’s employee master data card.
There are two standard hours methods to choose from:
The day’s official start and end time are entered
Use this method for employee groups with a fixed working schedule that rarely changes.
Read more about official start and end time here.Only the day’s net hours are entered
Use this method for employee groups that do not have a fixed working schedule.
Read more about net hours here.
Working day without deviation
If no deviation has been registered on a working day, neither overtime, time off in lieu, nor absence.
Then no changes are made.
Actual working hours = standard hours |
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Absence
An employee’s actual working hours for a workday will be removed if absence is registered on that day and no working time should therefore be recorded.
The following absence types reset the actual working hours:
Vacation
Other vacation
Sick day & child’s sick day
Other leave (leave of absence, etc.)
Public holidays
Day bank – minus day
Custom registration type marked as a day off
Full absence day
A full absence day is deducted from the official working time (standard hours), and the actual working hours for that day become 0 hours. |  |
Half absence day
A half absence day is deducted from the official working time (standard hours), and the actual working hours for that day become half of the standard hours. |  |
Absence hours
Absence hours are deducted from the official working time (standard hours) by the number of hours registered.
Absence types that support hours:
Example An employee has a workday of 7.5 hours, but registers sick leave at the end of the workday from 14:30–16:00.
Actual working hours = 6 |
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Overtime
Overtime can be registered in different ways depending on whether it should be settled directly based on the number of hours, converted using a factor, or paid out.
Overtime 1:1
Example: The employee has registered 2 hours of overtime.
Actual working hours = 9.5 | 
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Overtime with factor
Example: The employee has a fixed day off that is deducted from the actual working hours. The employee works 1 hour on their day off. The overtime is settled using a 1:2 factor.
Actual working hours = 1 hour | 
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Overtime paid out
Example: The employee registers 1 hour of overtime, which is set to be paid out and therefore cannot be taken as time off in lieu.
Actual working hours = 8.5 hours | 
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Time off in lieu
Time off in lieu can be registered either in full days or hours, depending on the need.
Time off in lieu – full day
The day’s official standard hours are deducted from the hour bank.
Actual working hours = 0 hours |
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Time off in lieu – hours
Example: An employee takes time off in lieu from 08:00–12:00 (4 hours). This employee’s lunch break is from 12:00–12:30.
Actual working hours = 3.5 hours |
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Report for the EU Working Time Directive
The report provides an overview of your employees’ actual working hours:
the actual working hours per week for the selected period
the average actual working hours for the selected period.
Find the Actual Working Hours report under:
HR Statistics → Report Library → Time registration – with hour bank
FAQ
When should you use deviation registration?
When should you use deviation registration?
It makes sense to use deviation registration when employees have fixed standard hours and only need to register absence, overtime, or time off in lieu – not their daily working hours.
What is the difference between actual working hours and the hour bank?
What is the difference between actual working hours and the hour bank?
Actual working hours are used for reporting purposes (for example, compliance with EU regulations).
The hour bank shows the employee’s balance of plus/minus hours.
Can employees use deviation registration and daily check-in/check-out?
Can employees use deviation registration and daily check-in/check-out?
No. One primary time registration method must be selected on the policy, and employees cannot be assigned to multiple methods at the same time.
Read more about the different methods for time registration with an hour bank here.