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Managing the compensatory time-off

Find out how to convert overtime into compensatory time off ? Or pay them later !

Joanna L avatar
Written by Joanna L
Updated over a week ago

Have you been able to create your payroll report and understand the different tabs ? Perfect !

For those of you who haven't got the hang of it, we'll explain it all right here 👈

Now let's find out how to manage your employees' overtime !

If you're paying overtime, you don't have to do anything else. Otherwise, you can turn them into compensatory time off !

The different columns in the CTO tab of your payroll report

  • Balance on: The balance of the last day of the current pay period (no change)

  • Planned to come: Compensatory time off planned on the schedule after the end of your pay period (e.g., my pay period is November 1-30, CTO planned after December 1 will be in this column)

  • To be paid: The number of hours you wish to purge

  • Overtime: The repartition of the overtime worked by the employee according to the increases provided by the collective agreement.
    By default, they are indicated "To be paid" but it's adjustable! Fill in the boxes "CTO" and "To be paid" with the number of hours you want in each category.

  • Total overtime to be paid: These are the overtime to be paid, including extra pay. When you purge the hours, they are also added in this column.

  • Total additional CTO hours: A summary of the overtime turned into CTO, including extra pay (e.g. for 10 hours of overtime with 20% extra pay, you will get 12 hours of CTO)

  • New balance : The new balance of compensatory rest with the changes applied

Transforming overtime into CTO

Head to Reports :

  • Select the concerned period and the CTO tab

  • Indicate in each compartment the number of overtime hours you want to convert into compensatory time-off for each employee

  • Tranform all the columns with one click and all of your employees overtime into CTO, you can click on 'All in CTO' at the top of the column 😉

Once you've made all the changes and saved them, the converted overtime disappears from the "Hours Worked" tab !

We go from this...

... To this !

Good to know :

  • Hours are always shown in decimals

  • If the pay period is locked, changes aren't possible

  • If the pay period is deleted, then it cancels the transformations made

  • Transformation or purges are only possible for current contracts. If a contract ends, don't hesitate to make your changes before the end of the contract !

Paying employees' compensatory time

Go to Reports :

  • Select the concerned period and the CTO tab

  • Indicate in the "To be paid" column the number of hours that you wish to pay and thus deduct from the CTO counter (only if there is a positive balance)

  • Click on "Save"

The new CTO balance is then updated and the hours to be paid are reported in the accounting export.

Good to know :

  • It is only possible to purge the employee's balance if there is a current contract. If you purge your employee's CTO, this means that the overtime will be fully paid.

  • The "Total overtime to be paid" column shows you the total number of hours to be paid, by adding the values indicated in the "To be paid" and "Overtime" columns.

Edit the available CTO balance on your employee's counter

Head to your employee's profile > "Leave and absences" section :

  • Select the Compensatory Replacement Rest

  • Click on "Add an entry"

  • Indicate the number of hours to be credited (+) or debited (then indicate an - in front of the number)

  • Save

Good to know : Once the write-up is recorded, it is no longer possible to edit it. In case of an error, you will have to create a new entry to modify the balance.

That’s it ! The counter is updated with the modification date on the left !

Reading the CTO in your employee's profiles and the accounting export

In the accounting export

Once the CTO has been purged, the CTO balance for each employee is updated :

  • Paid hours appear in the ‘CTO to be paid’ column

  • Overtime converted into CTO is shown in the ‘Compensatory rest (h)’ column

In the employee's profile

You will also find all the actions on the employee's CTO counter in their profile :

You're up to speed on CTO ! If you'd like to know how to schedule this absence, head over here 👈

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