How Overtime Works

Available to: Owner, Admin (view); Manager (view on Dashboard)

Overtime tracking is one of the core features of Flincs. The system calculates each employee's overtime balance automatically based on their actual worked hours, contract terms, and leave.

The formula

Overtime balance = (Actual worked hours + Paid leave credits + Overtime reduction hours) - Expected hours - Overtime baseline

Let's break that down.

Actual worked hours

The sum of all time tracking records. This is clock-out minus clock-in, minus break time, for every day the employee has a time record.

Only real, recorded hours count. Scheduled shifts that haven't been worked yet do not count toward overtime.

Paid leave credits

When an employee takes paid leave (vacation, for example), they get credited the daily hours they would have worked. This prevents vacation from reducing their overtime balance.

Overtime reduction hours

When an employee takes overtime reduction leave (Zeitausgleich), those hours are added to the "worked" side. See Overtime Reduction for details.

Expected hours

The number of hours the employee is expected to work based on their contract.

Expected hours = Weekly contract hours x Number of active weeks

Active weeks are weeks where the employee had any activity (shifts, time records, or leave).

Overtime baseline

An offset that gets set when you do an Overtime Reset. It represents the balance that was "zeroed out" at a specific date.

Where overtime is shown

Dashboard

The overtime table on the Dashboard shows every active employee with:

• Target -- expected hours based on their contract (weekly hours x active weeks)
• Scheduled (+/- Actual) -- a hybrid view: actual hours where time records exist, plus shift hours for dates without records. Also notes paid leave credits if applicable.
• Actual (Worked) -- hours from time records only, no projections
• Current Overtime -- IST-based balance: actual hours + leave credits - expected hours - baseline
• Status -- over or under target
• Weeks -- number of active weeks

The "Current Overtime" column shows IST-based overtime. "IST" means actual. Only real time records count here -- not projected or scheduled hours.

Employee list

The Employees page shows the overtime difference for each employee in the table.

Schedule Calendar View

Each cell in the calendar shows the running overtime balance up to that date.

Important details

Only past hours count

Overtime is calculated based on actual worked hours. Future-dated time records or leave entries do not count until their date has passed. This keeps the balance accurate to today.

Contract changes are handled

If an employee's weekly hours changed mid-period, the system uses the correct contract for each time period. The expected hours calculation prorates accordingly.

Breaks are deducted

The 30-minute automatic break deduction (after 6 hours) applies. If an employee worked 8.5 hours with a 30-minute break, only 8 hours count.

Tip: Check the Dashboard's overtime table regularly. If someone is building up too many hours, adjust their schedule before it becomes a problem.