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How are the arrivals and departures of your employees during the pay period calculated ?
How are the arrivals and departures of your employees during the pay period calculated ?

An employee has joined the company during the month or another left. You know these days have to be deducted from their pay. Yes, but how?

Julie Delamare avatar
Written by Julie Delamare
Updated over a week ago

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 W4 : 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) !

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