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Effective day

The effective day shows the computation of the employee's real working time, avoiding those additional minutes that are clocked at the entry and exit of a shift, and that increase the hours balance at the end of a time period (week, month or year).

Let's put a simple example: imagine we have a worker who is accustomed to always clocking entry 10 minutes before their shift. At the end of the day, they are 10 extra minutes that accumulate in the time bank positively for the worker. At the end of a week, if they have worked 5 days, they represent 50 extra minutes. And at the end of a month, assuming they have worked 20 days, they would represent 200 extra minutes, which would be equivalent to having to compensate them more than 3 extra hours of work that they have not really performed.

But it can happen that this worker has actually performed additional effective working hours, either by starting their shift earlier or ending after their fixed exit time, on the contrary, it could also happen that they have arrived late to work and owe hours to the company. Therefore it will be necessary to establish two parameters: courtesy times and proposed hours rounding.

Courtesy times will mark those minutes that will not be taken into account in the entry and exit clockings regarding the worker's shift. For example: if we establish that they are 30 minutes both for entry and exit, an employee with a shift from 9.00 to 15.00, who makes an entry clocking that is between 8.30 and 9.29, the entry will be assumed at 9.00, on the other hand, if they make a clocking at 8.29 or before or at 9.30 or after, that extra time will be generated, both negative and positive. The same for exit, if they make an exit clocking that is between 14.30 and 15.29, the exit time will be taken into account as 15.00, on the other hand if the clocking is made before 14.30 or after 15.29, it will count as extra time.

What extra time is computed? Here is where the concept of proposed hours rounding mentioned above appears, which can be defined as desired. Imagine that this same worker entered at 8.14 and we have configured a courtesy time of 30 minutes and a rounding of 15 minutes when exceeding those 30 minutes, this worker will be created a request with 45 minutes extra proposed.

How do overtime requests work?

• Each time the worker clocks in the necessary time will be added or subtracted so that the effective day equals the operational shift (the real clocking is not modified).

• At the end of the day it is checked if the worker made any clocking outside those courtesy minutes, in our example 30 minutes, and an overtime request will be automatically generated in the requests section, along with the rest of vacation, absence, etc. requests. In this request the number of extra hours/minutes proposed by our system will appear, which can be modified if desired before accepting or rejecting them. In addition, it will work like any other request, having to be validated by the manager and accepted by HR, so that it computes in the time bank as worked time, and therefore, pending to be compensated.

• If a request is Pending or Rejected the "Effective day" will be equal to the operational shift time.

• If a request is Accepted the "Effective day" will be equal to the sum of the operational shift time and the extra hours accepted in the request (they can be positive or negative).

In the time report two additional columns will appear: effective day and effective difference. The effective day will mark the working day that will be taken into account, while presence will mark the clocking time. On the other hand, the effective difference will indicate the difference between theoretical hours and effective day.

Effective Day

Let's see an example of a worker who has a shift from 10.00h to 16.00h, who clocks entry at 9.43, and exit at 16.46, having a courtesy time of 30 minutes, both for entry and exit, and 15 minute rounding.

Courtesy time: 30 minutes Rounding: 15 minutes

Operational shift: 10.00h - 16.00h Clockings: 9.43h (entry) - 16.46h (exit)

Time Report with Pending or Rejected Request (with 45min generated proposal):

  • Presence: 7h 3m (9.43h to 16.46h)
  • Effective day: 6h, the operational shift hours.
  • Theoretical hours: 6h
  • Breaks: 0h
  • Difference: 1h 3min (Presence - Theoretical hours)
  • Effective difference: 0h (Effective day - Theoretical hours)

Time Report with Accepted Request (with 45min generated proposal):

  • Presence: 7h 3m (9.43h to 16.46h)
  • Effective day: 6h 45m (10.00h to 16:45h)
  • The 9.43h are taken into account as 10.00h, it is within courtesy time.
  • 16.46h as 16.45h, it is outside courtesy time and rounds every 15min
  • Theoretical hours: 6h
  • Breaks: 0h
  • Difference: 1h 3min (Presence - Theoretical hours)
  • Effective difference: 0h 45m (Effective day - Theoretical hours)