If you use the Overtime & Absences module, this menu group appears. Here you can add and remove overtime and vacation days from the employee's time account, get an overview of the breaks taken by the employee and find the employee's month-end evaluation.
Balancing overtime and holidays
credited = an entered value is added to the overtime or vacation account (i.e. the employee gets vacation for free)
compensated = an entered value is subtracted from the overtime/vacation account (ie the vacation or overtime was reconciled by payment).
For each month, the overtime hours worked, compensated and credited, any hourly bonuses and the overtime balance are displayed. Annual leave, days of leave taken, compensated and credited, the remaining leave balance and any comments are also displayed.
The overtime hours worked and vacation days taken shown refer to the evaluation period , i.e. if you do not evaluate entire months, they only refer to the date range of the evaluation period.
Compensated/credited vacation days and compensated/credited overtime always refer to the entire month, even if the month is not completely included in the evaluation period.
Example: Evaluation January 5th to March 23rd:
In the "January" line only the overtime and vacation days from January 5th to 31st are shown;
the line "February" shows the overtime and vacation days from February 1st to the last day of February;
in the "March" line, only overtime and vacation days from March 1 to 23 are shown.
However, the overtime and vacation days that are compensated or credited always refer to whole months.
You can use the overtime comparison in ZEP for the following requirements:
When you pay an employee for overtime, enter the number of hours as adjusted overtime.
When you compensate an employee for undertime, enter the number of hours credited as overtime.
Two examples:
The employee worked 50 hours of overtime in March and is paid for them. An administrator enters "50.00" as reconciled overtime for the employee.
The employee worked 50 hours of undertime in March and should be credited for these. An administrator enters "50.00" as credited overtime for the employee.
You can also reconcile or credit an employee's vacation days. The reconciled/credited vacation days are taken into account when calculating the remaining vacation days.
For the purpose of traceability, we recommend that you use the comments field for each reconciliation/credit and enter the reason in a way that is easy for you to understand.
Break overview
An administrator or controller can create this report for any employee; the department can be specified using the Departments, Branches & Locations module. In addition, when using this module, the defined department heads can create this evaluation for the employees in their departments.
You can find this report under Reports > Employees > Break overview and under Employees > [Employee name] > Overtime & absences > Break overview.
Under Reports > Break overview, every employee can view an evaluation of their break times for any period of time.
If a break rule applies, more or fewer columns are displayed depending on the parameters stored.
Without break regulations, you can see in the overview per day:
Start and end of the recorded times (start time of first time recording to end time of last time recording)
Total hours
The sum of pure working time (sum of time recordings for the day)
The break (total hours minus working time)
With break regulations you can see all the information per day in the overview:
"In the sense of the break regulation"
Start and end of the recorded times (start time of first time recording to end time of last time recording)
The sum of working time (sum of time recordings for the day)
Minimum break if required
Observed break
Too little breaks
The second section displays the following values:
Actual working time (sum of time recordings for the day)
Too much working time (exceeding the maximum working time per day)
Results in deduction (minimum break or exceeding the maximum working time)
Real working time deduction
This evaluation is intended to make it easier for you to check compliance with break regulations.
Month-end report
Employees can see this report under Reports > Month-end report.
Administrators and controllers can find this evaluation in the employee files under Month-end reports and under Reports > Employees > Month-end report for all/multiple employees. The department can be specified using the Departments, Branches & Locations module. In addition, when using this module, the defined department heads can create this evaluation for the employees in their departments.
Time period
The preset period for this evaluation is the previous month up to the 15th of the month, from the 16th of the month the current month up to yesterday or today (depending on your settings under Administration > Settings > Overtime & Absences). The preset can be changed as desired, but the entire set period is always evaluated.
The results table will show exactly the period specified in the filter, even if it is in the future and no times have been booked yet.
In this evaluation, the employee can see the hours he has worked for each day, the reasons for absence he has booked and the deviation from the standard working hours, i.e. overtime or negative hours or how many hours he has worked on Sundays and public holidays (with surcharge).
Table monthly overview or overview from-to
Planned hours: This column lists the planned working hours per day.
Effective hours: working hours and paid absence (holiday, sickness) and allowances (special times) minus any break regulations (breaks not taken).
Working hours: The hours worked per day are listed
Booked reasons for absence: This column lists all booked reasons for absence per day. Planned absences are also displayed (but not calculated).
Paid absences
Flexitime: If the booked reason for absence is flexitime, the negative hours including the total are displayed here.
Deviation from the standard working hours: The other minus hours and plus hours, also including the total, are listed.
Of which Sundays and public holidays: Working hours on Sundays/public holidays (with surcharge if applicable) correspond to the "special internal times" defined in the master data or with time surcharge if "Show surcharges for public holidays and special times as time surcharges and add to the overtime account" is activated under Administration > Settings > Overtime & Absences.
If a break regulation applies, additional columns "in accordance with the break regulation" and "break regulation not complied with" are displayed. The columns vary depending on the parameters of the applicable break regulation (e.g. definition of core working hours).
Table compliance with the monthly hourly limits or compliance with the weekly hourly limits (optional)
If hourly limits are defined for an employee (under regular working hours), the corresponding data is displayed in this table.
Table annual overview
Overtime previous year, previous months, current month (until the end of the selected period), total and balance
Adjusted overtime, overtime on Sundays/public holidays
Hourly bonuses if applicable
Paid vacation, vacation entitlement for the current year, vacation days for the current month (until the end of the selected period), total, booked vacation days and remaining vacation
Adjusted vacation days
If under Administration > Settings > Overtime & Absences it is set that "In addition to the overtime account, the total of all payable hours (work, paid absence, annual leave, public holidays) are also shown":
Instead of the column "effective hours" there is the column "payable hours" . Payable hours are the sum of:
working hours and
paid absence (vacation, illness) and
holiday hours and
Surcharge (special times) and
minus any break regulations (breaks not taken).
In the annual overview there is an additional column called "payable hours" (per month).