If you use the Absences & Overtime module, this menu group will appear. Here, you can add and remove overtime and vacation days to the employee's time account, get an overview of the employee's taken breaks, and find the employee's month-end evaluation.
Balancing Overtime & Holidays
Credited = an entered value is added to the overtime or vacation account (e.g., the employee is gifted vacation days).
compensated = an entered value is subtracted from the overtime/vacation account (e.g., the vacation or overtime has been compensated via payment).
For each month, the worked, reconciled, and credited overtime hours are displayed, along with any applicable hourly surcharges, contractually compensated overtime, and the overtime balance. Similarly, the annual vacation entitlement, taken, reconciled, and credited vacation days, the remaining vacation balance, and any remarks are shown.
You can control the periods displayed in the table using the period filter.
Reconciled/credited vacation days and reconciled/credited overtime always refer to the entire month, even if the month is not fully contained within the evaluation period.
You can use the overtime reconciliation in ZEP for the following requirements:
If you pay out overtime to an employee, enter the number of hours as reconciled overtime.
If you compensate an employee for undertime, enter the number of hours as credited overtime.
Two examples:
The employee worked 50 hours of overtime in March and receives a payout for them. An administrator enters "50.00" (without a sign) as reconciled overtime for the employee.
The employee has 50 hours of undertime in March and is to be credited for them. An administrator enters "50.00" (without a sign) as credited overtime for the employee.
You can also reconcile or credit an employee's vacation days accordingly. Reconciled/credited vacation days are taken into account when calculating the remaining vacation balance.
For the purpose of traceability, we recommend using the remarks field for every reconciliation/credit and entering the reason so that it remains understandable for you.
Work Break Overview
An administrator or controller can create this evaluation for any employee; with the Locations & Departments module, the department can be specified. Additionally, when using this module, defined department heads can create this evaluation for the employees of their departments.
This report can be found under reports > Employees > Break Overview as well as under Employees > [Employee Name] > Overtime, Absences, Vacation > Break Overview.
Under reports > My reports > Work Break Overview, every employee can access an evaluation of their break times for any given period.
If a break regulation applies, more or fewer columns are displayed according to the stored parameters.
Without a break regulation, you will see for each day:
Start and end of recorded times (start time of first time entry to end time of last time entry)
Total hours
Sum of net working time (sum of the day's time entries)
Break (total hours minus working time)
With a break regulation, the overview shows all details for each day:
"In terms of the break regulation"
Start and end of recorded times (start time of first time entry to end time of last time entry)
Sum of working time (sum of the day's time entries)
Specified minimum break (if applicable)
Observed break
Insufficient break
In the second section, the following values are displayed:
Actual working time (sum of the day's time entries)
Excess working time (exceeding the maximum working time per day)
Resulting deduction (minimum break or exceeding maximum working time)
Actual working time minus deduction
This report is intended to help you verify compliance with break regulations.
Month-End Report
Employees can view this evaluation under Reports > My reports > Month-End report.
Administrators and controllers can find this report in the employee records under Month-End report and under reports > Employees > Month-End report for all/multiple employees. With the Locations & Departments module, the department can be specified. Additionally, when using this module, defined department heads can create this evaluation for the employees in their departments.
Period
The default period for this report is the previous month until the 15th of the month; from the 16th onwards, it is the current month up to yesterday or today (depending on your settings under Administration > Overtime & Absences > Settings). This default can be changed as desired; the entire selected period is always analyzed.
The results table lists exactly the period specified in the filter, even if it lies in the future and no times have been booked yet.
In this report, the employee sees the hours worked for each day, which reasons for absence were booked, and the deviation from the regular working hours (i.e., overtime or minus hours), as well as how many hours were worked on Sundays and public holidays (with surcharges).
Monthly Overview Table / Overview From-To
Target Hours: This column lists the target working hours per day.
Effective Hours: Working hours and paid absences (vacation, illness) and surcharges (special times), minus any break regulations (breaks not observed), if applicable.
Working Hours: The hours worked per day are listed here.
Booked Absencev: This column lists all booked absence reasons per day. Planned absences are also displayed (but not calculated).
Paid Absence Hours
Flexitime: If the booked absence reason is flexitime, the corresponding minus hours and their total are output here.
Deviation from Regular Working Hours: Other minus hours and plus hours are listed here, also including the total.
Of which Sun. and Public Holidays: Working times on Sundays/public holidays (possibly with a surcharge) correspond to the "special internal times" defined in the master data, or include a time surcharge if "Display surcharges for public holidays and special times as time surcharges and add to the overtime account" is activated under Administration > Overtime & Absences > Settings.
If a break regulation applies, additional columns "according to the break regulation" and "non-compliant breaks" are displayed. The columns vary depending on the parameters of the applicable break regulation (e.g., definition of core working hours).
Table: Compliance with Monthly Hourly Limits / Compliance with 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.
Reconciled Overtime, Sunday/Holiday Overtime.
Hourly Surcharges (if applicable).
Paid Leave: Vacation entitlement for the current year, vacation days in the current month (until the end of the selected period), total, booked vacation days, and remaining leave.
Reconciled Vacation Days.
If the setting "In addition to the overtime account, also display the sum of all payable hours (work, paid absence, annual leave, public holidays)" is enabled under Administration > Overtime & Absences > Settings:
Instead of the "effective hours" column, the "payable hours" column is displayed. Payable hours are the sum of:
Working hours.
Paid absences (vacation, illness).
Public holiday hours.
Surcharges (special times).
Minus any break regulations (breaks not observed), if applicable.
In the annual overview, there is an additional "payable hours" column (per month).