Section Contents

Report Description

This report provides you with information about overtime/undertime and overall leave time reported by actiTIME users within the selected date range.

Example of an Overtime report (undertime tracking is turned ON)

Overtime Report is available in actiTIME interface only when 'Overtime Registration' feature is turned ON (see section Turn Features On / Off).

Overtime/undertime information includes:

  • overtime/undertime automatically calculated for the system users
  • overtime/undertime manually reported by the system users

'Leave Time Tracking' feature may be turned OFF. In this case information on leave time is hidden in the report (see section Turn Features On / Off).

'Undertime Registration' feature may be turned OFF. In this case the report does not provide undertime information (see section Turn Features On / Off).

Example of an Overtime report (leave time & undertime tracking are turned off)

Report results can be joined in columns by users, by departments, days, weeks, or calendar months. You can choose up to 2 grouping levels.

If you need to get report data for users summarized by departments, choose data grouping first by Users and then by departments:

If you need to get report data for users summarized by months, choose data grouping first by Users, then by Months:

Departments functionality is available in actiTIME Pro and Online only

The report provides you with the following information on each user, department, time zone group and/or date:

  • Overtime/undertime manually entered by the users who are allowed to do that (see section User Management: Create New User for the detailed description of overtime/undertime tracking settings that can be configured for a user).

    If a user is allowed to enter overtime/undertime manually, the system will inform this user when the specified overtime differs from an automatically calculated value, but the final decision how much time to report as overtime/undertime the user makes by themselves.

    Thus overtime submitted by a user may differ from the overtime automatically calculated by the system.

    If overtime/undertime calculation mode configured for a user is 'Automatic', this column shows '-' instead of the entered overtime/undertime.

  • Overtime/undertime automatically calculated by the system

    Auto-calculated
    overtime/undertime
    = ∑( Hours worked
    for nonworking days
    ) + ∑(( Hours worked
    for working day
    ) + ( Leave
    Time
    ) - ( Workday
    duration
    ))

    The system applies the following rules when calculating overtime/undertime automatically:

    1. All working hours submitted for nonworking days are considered as overtime

    2. When sum (time-track + leave time) reported by a user for a working day exceeds workday duration set up for this user, the time exceeding workday duration is considered as overtime (but no more than hours worked for this day).

    3. If a sum (time-track + leave time) reported by a user for a working day is less than workday duration set up for this user, then

      • when undertime tracking is turned on - time difference between workday duration and this sum is considered as undertime

      • when undertime tracking is turned off - overtime is considered to be 0:00

    4. If leave time tracking is turned off in the system settings, all leave time is ignored (even if users had reported some leave time before its tracking was turned off).

    Note that overtime values are positive and undertime values are negative.

    For information on how to specify workday duration for a user see section System Administration: User management: Edit user information and permissions.

  • Hours worked reported by the user/for the specified date

  • Total leave time reported by the user/for the specified date (if leave time tracking is not turned off in the system settings)

The following filters are available for the Overtime report:

  • System users - you can create a report for all staff with enabled overtime/undertime tracking or only for the selected users and user groups.
  • Date range

Only users who have 'Generate Time Reports' permission may generate Overtime reports. Note that the users who do not have this permission will not see the reporting interfaces at all.

Overtime Report Parameters

Overtime/Undertime Report Form

Parameters of Overtime Report include:

  • Users to generate report for - all staff with enabled overtime/undertime tracking or selected actiTIME users and user groups.

    To view only selected users in the user selector click on icon.

    View selected user only in the user selector

    To search users by name click on icon and start typing user name.

    Searching users by name in the user selector

    To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled access' checkbox under the list.

  • Data grouping options

  • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

    This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time-track data.

  • Date range - you can use one of pre-defined date ranges or configure a custom date range.