To calculate the arrival/departure, to be deducted from your employee joining or leaving your company, it's very simple :
The entry/exit value will be the difference between what should have been worked if the employee were present and the hours worked.
If the contract begins in the middle of a week, we will deduct the difference between the worked hours and the contracted hours.
If the employee was absent for a whole week due to the entry/exit, then the total contracted hours for that week will be deducted.
Special case : If your pay period starts or ends in the middle of a week and your employee was totally or partially absent that week due to an entry/exit: to obtain the theoretical amount of what should have been worked that week, divide the employee's contract time by 7 (number of days in the week) and then multiply by the number of days included in your pay period.
Example: if your employee works 35 hours a week and your pay period starts on a Wednesday, i.e. 5 days in the pay period, the theoretical time will be 25 hours: 35/7*5=25. We will then calculate the difference between this theoretical time and what the employee actually worked.
Let's illustrate the calculation with an example. It'll be easier !
Julian starts his 35-hour contract on Thursday 10th.
The pay period is from Monday 1st to Wednesday 31st of the month.
W1 : The pay period begins on a Tuesday.
In theory, Julian should've worked 30 hours (weekly contracted hours divided by 7 days of the week x 6 days in the period).
We deduct 30 hours for this week.
W2 : Julian's contract starts on the 10th. In theory, he should've worked 35 hours this week but in reality he worked 25 hours.
We deduct 10 hours for this week.
W3 and >4 : These are full weeks and fully included in Julian's contract.
The hours of this week will have no impact on the entry / exit calculations.
W5 : The pay period end on Thursday. Julian is already an employee, this week won't have an impact on the entry / exit calculation.
In total, we have 40 hours to be deducted in the entry / exit calculation.
Good to know : If an employee starts or finishes their contract in the middle of the week, the overtime they work will appear directly on the payroll report.
Easy, isn't it? 🤗
If you have any questions about the calculation, we are, of course, available to help you via our online chat (small bubble at the bottom right of the page) !