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Report: Time registration - WITH hour bank

Flexitime & overtime/time off deviation registration

Written by Esben Hedegaard

Introduction to the report for time registration with hour bank

The report for time registration with hour bank provides an overview of employees’:

  • Flex time registrations

  • Deviation registrations

  • Overtime and time off in lieu

  • Hour bank balance

  • Actual working hours (EU Directive)

The report is used both for internal follow-up and for monitoring compliance with the EU 48-hour rule.

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 serving its own purpose. The four views are:

  1. Registration log

  2. Total per period

  3. Total per week

  4. Balance per selected month

View

Report's content

1. Registration log

All registrations and entries (overtime, time off in lieu, flex time, fixed accrual, payouts, and manual adjustments)

2. Total per period

A summary per employee for the selected period (e.g. overtime, time off in lieu, flex time, or hour bank adjustments).

3. Total per week

Weekly working hours and average per week. Used for monitoring compliance with the EU 48-hour rule (17-week reference period).

4. Balance per selected month

Hour bank balance per employee at the end of the selected month.

1. Registration log

This report page shows all registrations and entries created for a selected period.

The report is well-suited for creating an overview of:

  • Overtime

  • Time off in lieu

  • Fixed accrual to the hour bank

  • Manual adjustments (increases/decreases)

  • Manual payouts

In the report, it is possible to select which registration types to include in the extracted list:

2. Total per selected period

This report page shows the total registrations per employee for a selected period.

It is possible to choose to sum:

  • Overtime hours

  • Time off in lieu hours

  • Fixed accrual

  • Flex time registrations

3. Total per week

The total per week report provides an overview of weekly working hours and the EU 48-hour rule.

For a selected period, it shows:

  • Registered working hours per employee per week

  • Average working hours per week

This view is primarily used for monitoring compliance with the EU 48-hour rule.

The report has two options to choose from:

  1. Working time
    Shows actual working hours

  2. Working time + absence hours
    Shows working time including absence, which must be included in the EU 48-hour average calculation

EU 48-hour rule


The option including both working time and absence hours is used to monitor the EU 48-hour rule, where absence hours are included in the average.

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

The report is configured not to include the current week in the calculation, as the week has not yet been completed. Therefore, the default reporting period ends with the previous week rather than the current week. The period can be adjusted as needed.

Absence included in the report for Working time + absence hours:

  • Holiday and other vacation

  • Sick days and child’s sick days

  • Leave types

  • Public holidays

  • Day bank – minus days

  • Time off in lieu
    ​Time off in lieu is, however, not included as absence in deviation registrations, as it is already part of the adjustment of standard working hours

Calculation of working time per week


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

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

  2. Deviation registration
    Daily registration of overtime and time off in lieu, deducted from standard working hours, is used to calculate weekly working time.

Example of flex time registration


With daily working time registration (check in/out), these registrations, along with any registered overtime on job codes, make up the actual working hours.

ℹ️ In the example above:

  • Working time = 12 hours

  • Working time + absence hours = 44 hours

Example of deviation registration


With deviation registration, standard working hours minus absence, time off in lieu, and overtime are used to calculate actual working time based on deviations from standard working hours (minus/plus).

ℹ️ In the example above:

  • Working time = 0 hours

  • Working time + absence hours = 39.5 hours

4. Balance per selected month

This report shows, as of the end of a selected month:

  • The individual employee’s hour bank balance

  • The total hour bank balance for the company

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

  • Manual increases

  • Manual decreases

  • Manual payouts

  • Fixed accrual to the hour bank

  • Approved overtime

  • Approved time off in lieu

  • Flex time adjusted against standard working hours

To examine the basis for the calculation of an hour bank balance, the registration log is used, as it contains all the variables included in the calculation.

Select the month for which the end-of-period balance is required:

Select period for the report

When generating a report for the registration log or total per period, you can choose between several ways to define the period for the dataset:

  • Year

  • Quarters

  • Month

  • Days/weeks via selection of 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 is the difference between “Registration log” and “Hour bank balance”?

  • The registration log shows all entries behind the balance (e.g. overtime, time off in lieu, and adjustments).

  • The hour bank balance shows the total balance of plus/minus hours.

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

Why does the hour bank balance not match the weekly working time?

The two views measure different things:

  • Hour bank balance = accrued plus/minus hours

  • Weekly working time = actual working hours

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

Why is time off in lieu calculated differently?

Time off in lieu is calculated differently depending on which time registration method the employee uses:

  • Flex time registration
    Working hours are registered daily and used to calculate weekly working time.

  • Deviation registration
    Only deviations from standard working hours are registered.
    Time off in lieu is not included as absence, as it is used to adjust daily working time together with overtime and standard working hours.

The difference arises because deviation registration is used for employees with fixed standard working hours, where only deviations are registered—not daily working time. In this case, time off in lieu functions as an adjustment to working time rather than actual absence.

Which view should I use in the report?

The choice of view depends on the information you need.

  1. Registration log → when you want to see details

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

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

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

Why does the hour bank balance not match?

If the hour bank balance does not match, it is typically due to:

  • Manual adjustments

  • Payouts

  • Differences between working time and balance

  • Different registration methods

Use the Registration log to identify the cause.

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