How to set up overtime in VOGSY

This guide provides a comprehensive walkthrough for establishing overtime policies within VOGSY, ensuring your employees can accurately track their overtime.

Before you begin, it's helpful to understand the key elements that make up VOGSY's overtime tracking system:

1. Overtime Categories: These are the specific types of overtime that employees can record. Think of them as the equivalent of "Payroll codes". Each category has several attributes, including a description, a payroll code, and an indicator for Time Off in Lieu (TOIL). When TOIL is activated, the overtime contributes to a time off budget for the selected activity. By setting up leave budgets for the overtime activities, everybody can keep track of the balance of overtime hours.

2. Overtime Policies: An overtime policy is a curated collection of overtime categories. You can create different policies for different groups of employees. For instance, you might have separate policies for employees in different countries, such as Poland or Denmark.

3. Assigning Policies to Employees: To enable overtime tracking for an employee, you must assign an overtime policy to them. An employee can only be assigned one policy, which will contain all the overtime categories they are permitted to use. If an employee does not have an assigned policy, they will not see the option to track overtime in their timesheets.

The first step is to define the different types of overtime your organization recognizes.

1. `Navigate to the "Overtime categories" master table in the back-office section of VOGSY.

2. Create new overtime categories by defining the following for each:

• Description: A clear name for the overtime type (e.g., "Overtime normal," "Traveltime qualified").

• Paycode: The corresponding payroll code for the overtime type.

• Product ID: The associated product ID.

• TOIL (Time Off in Lieu): Indicate if the overtime should be added to a time off budget for later use. If so, a time off activity must be selected to link to the time off budget.

Once you have your overtime categories, you can group them into policies.

1. Go to the "Overtime policies" function in the back office.

2. Create a new policy and give it a descriptive name (e.g., "Poland," "Denmark").

3. From the master list, select the overtime categories that should be included in this policy. For example, a policy for Polish employees might include categories like "Z-Paid comp. Overtime Normal" and "Z-Timebank compensation Extra time for part-timers".

You have the option to require manager approval for recorded overtime.

1. Within each overtime policy, you can configure on a per-category basis whether a line manager's approval is necessary.

2. The line manager who approves the overtime is the individual designated as the "Manager" in the "Employees" function.

The final step is to link your employees to the appropriate overtime policy.

1. Access the "Employees" function.

2. For each employee who is eligible for overtime, locate the "Overtime policy" field.

3. From the dropdown menu, select the policy that applies to that employee. This will grant them access to the specific overtime categories included in that policy.

By following these steps, you can effectively set up and manage overtime within VOGSY, ensuring compliance and accurate compensation for your employees.