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Report: Time Registration – With Hour Bank

Overview of flex time, deviations, hour bank balance, and the EU’s 48-hour rule

Written by Esben Hedegaard

The Time Registration with Hour Bank Report

Use this report when you need to find:

  • flex time

  • overtime

  • time off

  • hour bank balance

  • hour bank adjustments

  • hour bank payouts

  • weekly work hours for employees with hour bank

  • EU's 48-hour rule for employees with hour bank

This report is relevant for employees who use time registration with hour bank.

The report shows both registrations and balances.

If you need to find payroll hours, project hours, or hours on job codes, you should use the report Time Registration - Without Hour Bank.

You can find the report here:
​HR Statistics → Report Library → Time Registration with Hour Bank

The Report’s Four Views

The report contains four views, each with its own purpose. The four views are:

  1. Registration Log

  2. Sum per Period

  3. Sum per Week

  4. Balance per Selected Month

View

Report Content

Registration Log

All registrations and entries, including overtime, time off, flex time, fixed earning, payouts, and manual adjustments.

Sum per Period

Total summary per employee for the selected period. Used for reports on overtime, time off, flex time, hour bank adjustments, and payouts.

Sum per Week

Weekly work hours and average per week. Used for the EU’s 48-hour rule (17-week reference period).

Balance per Selected Month

Hour bank balance per employee at the end of the selected month. Used to follow up on flex time balance, overtime balance, and total hour bank balance.

1. Registration Log

On this report page, all registrations and entries created for a custom period are shown.

This report is ideal for getting an overview of:

  • Overtime

  • Time off

  • Fixed earning to the hour bank

  • Manual increases/reductions

  • Manual payouts

In the report, you can select which registration types to export a list for:

2. Sum per Selected Period

On this report page, the sum of registrations per employee for a selected period is shown.

You can choose to sum up:

  • Overtime hours

  • Time off hours

  • Fixed earning

  • Flex time registrations

3. Sum per Week

The sum per week report gives an overview of weekly work hours and the EU’s 48-hour rule.

For a selected period, it shows:

  • Registered work hours per employee per week

  • Average work hours per week

This view is mainly used to monitor the EU’s 48-hour rule.

The report has 2 options to choose from:

  1. Work hours
    Shows actual work hours

  2. Work hours + Absence hours
    Shows work hours including absence that must be included in the EU’s 48-hour average.

EU's 48-hour rule

The option with both work hours and absence hours is used to monitor the EU's 48-hour rule, where absence hours are included in the average.

By default, the report is set to a 17-week reference period (4 months), which is the official EU requirement.

The report is set to exclude the current active week from the calculation because the week is not yet finished. Therefore, the report’s standard period ends with the previous week, not the current week. The period can be changed as needed.

Absence included in the report for Work Hours + Absence Hours is:

  • Vacation and other vacation

  • Sick days and child sick

  • Types of leave

  • Public holidays

  • Day bank - minus days

  • Time off
    ​Time off is not counted as absence in deviation registration, as it is already included in the adjustment of standard hours.

Calculation of Work Hours per Week

The calculation depends on the employee’s time registration method:

  1. Flex time registration
    ​Daily registration of work hours + time on overtime job codes is used to calculate the weekly work hours.

  2. Deviation registration
    ​Daily registration of overtime and time off minus standard hours is used to calculate the weekly work hours.

Example of Flex Time Registration

With daily work hours registration (check in/out), these registrations + any registered overtime on job codes provide the actual work hours.

ℹ️ The example above:

  • Work hours = 12 hours.

  • Work hours + Absence hours = 44 hours

Example of Deviation Registration

With deviation registration, it is standard hours minus absence, time off, and overtime that is used to calculate the actual work hours based on minus/plus of standard hours:

ℹ️ The example above:

  • Work hours = 0 hours.

  • Work hours + Absence hours = 39.5 hours

4. Balance per Selected Month

This report shows, as of the end-of-period in a selected month

  • Each employee’s hour bank balance

  • The company’s total hour bank balance

The calculation of the hour bank balance consists of the following variables:

  • Manual increases

  • Manual reductions

  • Manual payouts

  • Fixed earning to hour bank

  • Approved overtime

  • Approved time off

  • Flex time adjusted against standard hours

To review the calculation basis for an hour bank balance, use the registration log, which contains all the variables used in the calculation.

Select the month you want the balance for at the end-of-period:

Select Period for Report

When exporting a report for registration log or sum per period, you can choose between several ways to select a period for the dataset:

  • year

  • quarters

  • month

  • days/weeks by selecting from/to

Export to Excel

Click Export to continue working in Excel.

To avoid conversion issues, it is recommended to use the same decimal separator in BitaBIZ as in Excel.

FAQ

What’s the difference between “Registration Log” and “Hour Bank Balance”?

  • Registration Log shows all entries behind the balance (e.g. overtime, time off, and adjustments)

  • Hour Bank Balance shows the total balance of plus/minus hours

Use the registration log if you want to understand how the balance was created
Use the balance view if you only want to see the result

Why doesn’t the hour bank balance match the weekly work hours?

The two views measure different things:

  • Hour Bank Balance = accumulated plus/minus hours

  • Weekly Work Hours = actual work hours

An employee can have high work hours without earning hour bank (and vice versa), depending on the setup.

Why is time off counted differently?

Time off is counted differently depending on which time registration method the employee uses:

  • Flex time registration
    Work hours are registered daily and used to calculate weekly work hours.

  • Deviation registration
    Only changes from standard hours are registered.
    Time off is not counted as absence because it is used to adjust the daily work hours together with overtime and standard hours.

The difference arises because deviation registration is for employees with fixed standard hours, where only changes are registered—not daily work hours. Here, time off works as an adjustment to work hours rather than actual absence.

Which view should I use in the report?

Which view you should use depends on the information you want.

  1. Registration log → when you want to see details

  2. Total per period → when you want to see totals

  3. Total per week → for work hours and the 48-hour rule

  4. Balance per month → for the balance in a specific month

Why doesn't the hour bank balance match?

If the hour bank balance doesn't match, it's typically due to:

  • manual adjustments

  • payouts

  • difference between work hours and balance

  • different registration methods

Use the Registration log to find the cause.

How do I pull a list of registrations for the hour bank?

If you want to see all registrations in the hour bank (e.g. overtime, time off, earning, and adjustments), you should use:

HR Statistics → Report Library → Time Registration - with hour bank → Registration log

Here you get a detailed list of all entries that form the basis for the hour bank balance.


You can filter by employee, period, and registration types and export to Excel.

Use this view when you want to see all registrations behind the balance.

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