Attendance and overtime

Attendance in Verasol works by exception. A working day counts as worked and paid unless you record otherwise, so you do not have to mark every employee every day. Record the days that matter: absences, and the hours of employees who worked overtime. Overtime then waits in Overtime Management for a decision: paid with the next payroll, or given as time off.

Record attendance#

1. Open Payroll & HR › Time & leave › Attendance.
2. Choose the day in the date field 1. The list shows the employees employed on that day: those who joined later or had left by then are not listed. An employee on approved leave that day has the badge On approved leave. On a public holiday or a weekly rest day, a note above the list says that every hour worked that day is overtime.
3. For an employee, enter the Check-In and Check-Out times, and choose the status 3: Present, Absent, Half Day, On Leave, Rest Day or Public Holiday.
4. Click 4 Save on the row. Verasol shows the hours worked and any overtime, and the row is marked Saved.

2 Mark All Present records the employees listed that have no attendance yet for the day as present from 09:00 to 18:00, and those on approved leave as on leave. Days already saved are not changed. Verasol asks you to confirm first, and on a rest day or a public holiday it warns that every hour would then be overtime waiting for approval.

How the hours are counted#

• The hours worked run from check-in to check-out. When the day is longer than five hours, the employee's break (60 minutes unless set otherwise on the employee) is taken off: breaks are not working time.
• On a working day, the hours beyond the employee's normal daily hours (8 unless set otherwise) are overtime. The part of them between 22:00 and 04:00 is night overtime.
• On a weekly rest day or a public holiday, every hour worked is overtime.
• An employee who is not eligible for overtime has no overtime: all hours are working hours.

The rest days and public holidays come from Working week & holidays. See Payroll and HR in Verasol.

Absences and loss of pay#

Only two things take a day off the pay:

• Absent (a whole day) or Half Day (half a day) on a working day that no approved leave covers. This is an unexcused absence.
• Approved unpaid leave. See Leave.

Each day is deducted at the full month's daily rate: the monthly basic salary and fixed allowances divided by the calendar days of the month. On Leave in the attendance does not reduce the pay by itself: the leave request decides. Late arrivals are not deducted.

Approve or reject overtime#

Every saved day with overtime adds a record to Time & leave › Overtime Management, with the status Pending. You can filter the list by status; it shows 50 records to a page.

The 1 How overtime is paid box gives the basis Verasol uses:

Each record shows the Type of overtime, the hours, the Multiplier, the Pay it is worth (for people who can see payroll) and the 4 Days to Award if it is given as time off instead: the overtime hours times the multiplier, divided by the normal daily hours, and at least one whole day for work on a rest day or public holiday.

• 2 Approve (the tick) opens the approval window (below).
• 3 Reject (the cross) turns the record down. Verasol asks for the reason, and the record becomes Rejected.
• Tick several pending records and click Approve selected to decide them together, in the same window.

Pay or time off#

In the approval window (Approve overtime), choose how the overtime is compensated:

• Pay it with the next payroll run: the default. The record becomes Approved, and the next payroll pays it at the basic hourly wage plus the legal premium.
• Give time off instead of pay: the Days to Award are added to the employee's compensatory time off, and payroll does not pay this overtime. The record's status becomes Time off.
• The employee agreed to time off instead of pay: needed before overtime on a working day of an employee who is paid for overtime can be given as time off, because the law pays that overtime. Work on a rest day or public holiday, and overtime of an employee who is not eligible for overtime pay, can be given as time off without it. Until the box is ticked where it is needed, Approve stays greyed out.

1 Pay it with the next payroll run, 2 Give time off instead of pay, 3 The employee agreed to time off instead of pay (shown when it is needed) and 4 Approve.

Approving overtime for pay is a payroll decision: it needs the permission Payroll, loans, reimbursements (run and pay). Someone with HR rights only can approve overtime as time off.

An approved record that is not paid yet can still be given as time off with Convert to time off on its row, in the same window.

An employee's compensatory time off appears in the Leave Balance on their page, where HR can also add days by hand with Award Comp Off. The employee takes it as Compensatory time off leave. Days not taken by the last working day are paid in the end-of-service settlement. See Leave.

Pay out days off not taken#

Compensatory time off is never forfeited: overtime is always compensated, with time off or with pay (UAE Labour Law, Article 19). When an employee will not take their days off, pay them instead:

1. Open the employee's page. In the Leave Balance, click Pay out days off not taken.
2. Enter the number of days to pay (at most the days available) and, if you like, a Reason.
3. Click Pay out.

The days leave the employee's balance at once. The next payroll run pays them at the basic daily wage (basic salary ÷ 30), on a payslip line of their own: "Days off not taken, paid out". Days in a request for time off that is waiting for approval stay in the balance and cannot be paid out. Once the end-of-service settlement is paid, nothing more is paid out: the settlement paid the days not taken.

Paying out adds pay to the payroll, so it needs the permission Payroll, loans, reimbursements (run and pay). The button shows only to people with that permission, and only while the employee has days available.

Overtime paid with the salary#

Payroll pays the overtime records approved for pay of employees who are eligible for overtime pay, with the next payroll run. Each is paid at the hourly basic wage of the salary in force on the day, times its multiplier, and shows Paid with the salary in the Pay column afterwards. Overtime is compensated once: a record paid with a salary can no longer be converted to time off, and a record given as time off is not paid.

Related#

• Payroll and HR in Verasol
• Leave
• Employees
• Run payroll and WPS
• End of service and gratuity