Overtime - Resetting hours for the new fiscal year

Employees overtime is counted over a period of time and can be reset on a regular basis (once a year, every quarter…).

The reset dates need to be entered in the Overtime Reset Dates and the report displayed in the Manage Employee Overtime will take into account the reset dates.

Adjusting Overtime Hours at the beginning of the reset.

After we reset the overtime hours, the total overtime hours for all employees are reset to 0. And since the overtime hours is what is sorting people in some of the list of your Candidate Finder, if all hours are 0 (after the reset), there is no "real" sorting of people on that first day of the reset. To help with this, some organizations decide to use the order in which the employees ended the year (just before the reset) and apply a small adjustment to the hours (a 0.01 decimal increment per employee) to keep that relative position just before the reset.

For example, if at the end of the year our 5 employees have the following OT hours:

Name

Total Worked OT hours

Refusal Hours

Employee A

1020.36

12

Employee B

825.12

36

Employee C

777.00

48

Employee D

1110.30

36

Employee E

999.00

0

Before doing the reset (before adding the reset date for the OT), we will download the Overtime hours: Home>Settings>Bulk Data Export>Employee Overtimes (and Up To Date = Jan 1 of the new year)

Now we need to decide if the sorting we want to keep is by Total Worked Hours (not including refusals) or Total Overtime Hours (including refusals) and we will sort the employees by those OT hours.

If we are ignoring the refusal hours and sorting employees by worked OT hours:

Name

Total Worked OT hours

Refusal Hours

Employee C

777.00

48

Employee B

825.12

36

Employee E

999.00

0

Employee A

1020.36

12

Employee D

1110.30

36

Note: if you have some employees that don't work OT (OT hours are 0) and you don't want them to be part of the sorting, you can remove those rows from the csv file.

Now that we have the relative position we will add a column that will reflect that order. Starting at 0 and adding 0.01 decimal (the increment you use to set the order is your decision) to the next employee in line.

Name

Total OT hours

Refusal Hours

Reset OT hours

Employee C

777.00

48

0.00

Employee B

825.12

36

0.01

Employee E

999.00

0

0.02

Employee A

1020.36

12

0.03

Employee D

1110.30

36

0.04

Now you just need to import back those new OT hours into the system. Copy those Reset OT Hours into the Total Worked OT hours column. Remove the Reset OT hours and set the refusals to 0. Save the new csv file.

Name

Total OT hours

Refusal Hours

Employee C

0.00

0

Employee B

0.01

0

Employee E

0.02

0

Employee A

0.03

0

Employee D

0.04

0

Go to Manage Overtime>Overtime Reset Dates and add the new reset date.

Go to Home>Settings>Bulk Data Import and Import your new file. Choose the new reset date as the Overtime Up to Date.

Now if you go to the Manage Overtime and you choose the Overtime Up to Date as the new reset date, your employees will have the new OT values.

Note: If after the import you don't see your hours updated in the system,

you can click on any employee's overtime adjustment and see if the adjustment is there, but the total doesn't reflect it:

If this is happening, it's because the set up of your organization doesn't accept OT adjustments in the Total OT hours. This setting can be changed. Contact support if you need to request a change in the configuration.


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