Introduction to deviation registration
Deviation registration for employees with an hour bank is used when employees have fixed standard hours and do not need to register their work hours daily, but for example, can earn time off through overtime.
Deviation registration is ideal for employees with fixed work hours, where only changes from the normal workday need to be registered – for example:
Leave
Overtime
Time off
In the weekly view in the calendar, for employees using time registration with an hour bank, you can see how registered deviations affect both the employee's hour bank and the actual work hours per day and week:
Read more about time registration with hour bank here:
Rules and logic for deviation registration
Choosing a standard hours method
Deviation registration requires that a standard hours method is set up.
Standard hours form the basis for calculating both actual work hours and the hour bank.
The standard hours method is set up on the policy or on the individual employee's master data card.
There are two standard hours methods to choose from:
The official start and end time of the day is entered
Use this method for staff groups with a fixed work schedule that does not change much.
Only the day's net hours are entered
Use this method for staff groups without a fixed work schedule.
Workday without deviation
If no deviation is registered on a workday, neither overtime, time off, nor leave.
Then no changes are made.
Actual work hours = standard hours Hour bank (+/-) = 0 hours |
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Leave
An actual workday's hours will be removed if leave is registered for the day and therefore no work hours should be recorded.
These leave types reset the actual work hours:
Vacation
Other vacation
Sick day & child sick
Other leave (parental leave, etc.)
Public holidays
Day bank - minus day
Custom registration type marked as day off
Full day of leave
A full day of leave is deducted from the official work hours (standard hours) and the actual work hours for that day become 0 hours. |  |
Half day of leave
A half day of leave is deducted from the official work hours (standard hours) and the actual work hours for that day become half the standard hours. |  |
Leave hours
Leave hours are deducted from the official work hours (standard hours) by the number of hours registered.
Leave types that support hours:
Example: An employee has a workday of 7.5 hours but registers as sick at the end of the workday from 14:30-16:00.
Actual work hours = 6 Hour bank (+/-) = no adjustment |
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Overtime
Overtime can be registered in different ways depending on whether it should be compensated directly according to the number of hours, with a factor, or as a payout.
Overtime 1:1
Example: The employee has registered 2 hours of overtime.
Actual work hours = 9.5 Hour bank (+/-) = +2 hours |  |
Overtime with factor
Example: The employee has a fixed day off that is deducted from the actual work hours.
The employee works 1 hour on their day off. Overtime is compensated with a factor of 1:2.
Actual work hours = 1 hour Hour bank (+/-) = +2 hours |
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Overtime as payout
Example: The employee registers 1 hour of overtime, which is set to be paid out and therefore cannot be taken as time off.
Actual work hours = 8.5 hours. Hour bank (+/-) = not adjusted |  |
Time off
Time off can be registered in full days or hours depending on your needs.
Time off - full day
The day's official standard hours are deducted from the hour bank.
Actual work hours = 0 hours Hour bank (+/-) = - 7.5 hours |  |
Time off - hours
Example: The employee takes time off from 8-12 (4 hours). This employee's lunch break is from 12:00-12:30.
Actual work hours = 3.5 hours Hour bank (+/-) = - 4 hours |  |
Report for the EU Working Time Directive
The report provides an overview of your employees' actual work hours:
the actual work hours per week for the selected period
the average actual work hours for the selected period.
Find the report for actual work hours under: HR statistics → Report Library → Time registration - with hour bank
FAQ
When should we use deviation registration?
When should we use deviation registration?
It makes sense to use deviation registration when employees have fixed standard hours and only need to register leave, overtime, or time off – not daily work hours.
What is the difference between actual work hours and hour bank?
What is the difference between actual work hours and hour bank?
Actual work hours are used for reporting (e.g. EU rules).
Hour bank shows the employee's balance of plus/minus hours.
Can employees use deviation registration and daily check in/out?
Can employees use deviation registration and daily check in/out?
No. You must choose one primary time registration method in the policy, and you cannot be connected to multiple types. Read about the different methods for time registration with hour bank here.
How do we handle employees with a fixed day off in even and odd weeks when they use hour bank?
How do we handle employees with a fixed day off in even and odd weeks when they use hour bank?
If employees have a fixed day off on different days in even and odd weeks, and they use deviation registration with hour bank, the setup typically involves three things:
The fixed day off is booked as a recurring registration
Overtime is registered with an overtime job code
Standard hours for even and odd weeks are set up on the employee's master data card
The fixed day off should be booked in the calendar as a recurring registration, for example with the registration type Fixed day off. This provides visibility in the calendar and ensures the day off is planned correctly.
If the employee works on their fixed day off, the hours must be registered as overtime using the relevant overtime job code. The hours are then credited to the hour bank according to the job code setup.
If the employee later wants to take time off, they should use regular time off via the hour bank.
Do not use the day bank if the employee needs plus and minus hours. The day bank is for days, not hours. If the customer writes, for example, “+2 hours,” it is the hour bank, not the day bank.
Standard hours in even and odd weeks are not managed from the policy. They must be set up on the employee's master data card:
Setup Admin → Edit employee → Working week
Here you can set up the employee's individual working week so the standard hours match even and odd weeks.
In short:
Fixed day off → book as recurring registration
Work on fixed day off → register with overtime job code
Time off → handled via hour bank
Plus/minus in hours → use hour bank, not day bank
Even/odd standard hours → set up on the employee's master data card