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      How does overtime compensation work?

      Configure your preferred compensation Type (Time > Settings > General > Select workgroup)

       

       

      For the workgroups with time tracking enabled, you can set up compensation type to the following options:

      • Leave
      • Payroll
      • Choose leave or payroll per request

      If the compensation type is set to “Choose leave or payroll per request,” employees must choose either option (i.e., Leave or Payroll) when requesting overtime compensation. 

       

      The approver will be able to review the employee's selected overtime compensation while reviewing the request

      Note: If the employee’s compensation type is set as Leave or Payroll only, employees and approvers will not have access to review these settings.

      Compensating with Payroll

      Overtime payment policy

      To compensate for overtime via payroll, you must ensure an overtime payment policy has been set up (Time > Settings > Overtime > Overtime payment policy) and assign the policies to the workgroups. 

      Note: Assigning an overtime payment policy is needed regardless of the compensation type settings (i.e., Leave, payroll, or either per request).

      The selected policy will be used to calculate employees’ overtime payment hours if you opt for payroll compensation. For overtime compensated through leave, the selected policy will serve as a benchmark should you need to convert them to cash in the future.

      Refer to: https://help.swingvy.com/knowledge/setting-up-overtime-policy 

      To compensate for overtime hours through Payroll, you may do so via Time > OT payment > Submit to Payroll.

      • Only approved overtime hours will be listed on this page
      • Only overtime hours compensated through Payroll will be listed here
      • If “OT payment policy” is set to “Overtime not payable”, these approved overtime requests will still be listed on this page. However, it is not possible to submit these approved overtime requests to payroll.

      You may refer to this article to learn more about overtime reimbursement: https://help.swingvy.com/knowledge/reimburse-overtime 

      Compensating with Leave

      To get started on compensating overtime with leave, do ensure that the Time module integrated "Off-in-lieu" leave type is activated.

      Once the leave type has been activated, you may find all the approved and leave-compensated OT hours in Time > OT to leave > Convert OT to leave. 

      Click “Start converting” and follow the steps to complete the leave conversion.

      When you complete the leave conversion, the leave granted will automatically be added to the Off-in-lieu leave balance, and you can refer to the record in Time > OT to leave > Conversion history

      Note: Once the OT hours to leave conversion is completed, it cannot be revoked, deleted, or updated.

      If any amendments are required, you may manually adjust it via Leave > Balance. You can refer to this article to learn more about updating leave balances: https://help.swingvy.com/knowledge/edit-leave-balance 


      How is the OT to leave conversion calculated?

      If your off-in-lieu minimum time to request is set to half a day (4 hours), the leave to be granted in Swingvy is displayed as “Xd.” The below are some examples to help you better understand how the conversion works:

      Approved OT hour

      Leaves to be granted

      Assume the approved OT hour is 1h

      0.2d

      •  1 day consists of 8h, and the system rounds up to the 1st decimal point (1h/8h = 0.125d).
        The system will reflect 0.2d.

      Assume the approved OT hour is 10min

      ＊

      0.1d

      • The system calculates it to the 3rd decimal, so 10min/60min = 0.167h. The system will then reflect 0.1d, rounding up 0.167h/8= 0.02 to the 1st decimal point. 

      Assume the approved OT hour is 12h

      1.5d

      • The system will reflect 12h/8h = 1.5d


      If your off-in-lieu minimum time to request is set to 1 hour or 0.5 hours, the leave to be granted in Swingvy is displayed as “Xd Yh.”  The below are some examples to help you better understand how the conversion works:

      Approved OT hour

      Leaves to be granted

      Assume the approved OT hour is 1h

      1h

      Assume the approved OT hour is 10min

      0.5h

      • The system rounds to the 3rd decimal, so 10min/60min will equal 0.167h.
      • The system will reflect 0.5h, as it rounds up to the nearest 0.5h

      Assume the approved OT hour is 12h

      1d 4h

      • The system will reflect 1d 4h as 1 day consists of 8h, 12h = 1d 4h


      Report
      For the overtime hours that are compensated through Leave, you can also review this information via Time > Report > Compensatory OT hours for leave

      Note: In the report downloaded, one day is equivalent to 8 hours