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This guide explains how to start flexitime tracking, define weekly working hours, understand the impact of record types, and how to track, report, and pay flexitime in Netvisor.
Starting flexitime tracking
Enable working hours recording to track flexitime. Working hours recording is part of the Payroll and working hours recording add-on service. Set the flexitime tracking start date and initial flexitime balance for the employee. Save the information in the employee’s basic data tab under time management information.
Select Salaries > Personnel > Employee listing > Time management information
Defining regular weekly working hours
Define regular working hours either in the employee’s employment information and/or in the Salary model’s working hours recording tab. Working hours set for the Salary model apply to all employees linked to that Salary model. If needed, override the regular weekly working hours set for the Salary model by entering regular weekly working hours in the employee’s employment information.
Select Salaries > Payroll > Salary model management > select the desired Salary model > Working hours recording tab
Save regular working hours in the regular weekly working hours column.
Select Salaries > Personnel > Employee listing > click the employee’s name > Employment tab
Open the active employment for editing and define the regular weekly working hours (see image below, point 1).
Impact of record types on flexitime
In the record type, select the option “use in flexitime calculation”. Otherwise, the record type does not affect flexitime when entering working hours.
Select Salaries > Settings > Payroll settings > Record types > click the desired record type
Click add new record type if you want to create a new record type.
Note that if working hours are recorded with a record type for which “use in flexitime calculation” is not active, the entries do not affect flexitime calculation.
Flexitime in working hours input
Record working hours in the working hours recording function or with the Netvisor mobile app.
Select Working hours > Working hours recording
Daily flexitime
If the employee has flexitime tracking enabled, the program calculates flexitime on a daily basis in the Working hours recording function. The program automatically compares the hours recorded for the workday with the regular weekly working hours set either in the Salary model or in the employee’s settings.
In the example, the workday duration is 7.5 hours (= regular weekly working hours 37.5 hours divided by five workdays). Tuesday’s 9.5-hour workday increases flexitime by 2 hours, and Wednesday’s 6 hours reduce flexitime by 1.5 hours.
If the added record type does not affect flexitime, hover over the info icon to see more details.
Flexitime balance
You can view the accumulated flexitime balance in the upper right corner of the working hours input view, provided that the employee has flexitime tracking enabled.
Tracking and reporting flexitime
Track flexitime in working hours reports.
Select Working hours > Working hours reports > Report format: daily working hours report
On the report, you can view flexitime balances broken down by used working hours. For clarity, working hours entries that deviate from normal are shown in red. You can also easily see the flexitime balance at the start and at the end of the selected date range.
Recording flexitime leave
Create a new “Flexitime leave” record type which does not affect the flexitime balance if an employee is on a full day of flexitime leave that must reduce the employee’s flexitime balance by a full day’s working hours. Do not select the “use in flexitime tracking” option for this record type.
Record flexitime leave in working hours recording with two record types:
Normal hourly work 0.00 h
Flexitime leave 7.5 h
Normal hourly work reduces the employee’s flexitime balance by 7.5 hours, and the Flexitime leave record type completes the working hours bookkeeping. Record flexitime with its own record type in working hours recording to enable tracking and reporting of taken flexitime leave.
Frequently asked questions
How can flexitime be paid in Netvisor?
Flexitime can be paid in Netvisor on a technical level, but in practice you must check the grounds for paying flexitime from the Working Hours Act and the applicable collective agreement. Pay flexitime by following the steps below:
1. Create a new Salary type Paid flexitime
Flexitime paid with this Salary type will be included in the payslip. Define allocations for the Salary type and, if necessary, the income type allocation if you report this to the Incomes Register like other paid salaries.
Select Salaries > Payroll > Salary model management > Select from the Salary model > Formulas > Salary type formulas tab
Add a new Salary type and link it to the Salary model with the following settings:
Group: Salaries and allowances
Payroll list group: Not considered
Source: User formula
Income type: Select an appropriate income type according to Incomes Register instructions
Reporting: Shown in reports
Calculation: Included in calculation by default
Payment: Paid in money
Bookkeeping settings: Provide the desired bookkeeping accounts
Save the information.
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Linking: Add this Salary type to the Salary in money Salary type formula
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2. Create a new record type for paid flexitime {#2-Luo-uusi-kirjauslaji-maksettavia-liukumia-varten}
Create a record type so that you can record paid flexitime in working hours. This way, it is visible in working hours how much flexitime has been paid to the employee at any given time.
Select Salaries > Settings > Payroll settings > Record types > Add new record type
Select the same Salary model where Paid flexitime was created. Enter a formula for the record type that defines the rate at which hours are paid to the employee. Example of a record type formula: Hours x 1 x Hourly pay = Paid flexitime.
3. After payment, update the employee’s flexitime balance {#3-Maksun-jlkeen-pivit-palkansaajan-liukumasaldo}
After you have recorded and paid flexitime, update the flexitime tracking start date and the flexitime balance in the employee’s information as the payroll accountant. This prevents old working hours entries from affecting the flexitime balance.
Select Salaries > Personnel > Employee listing > Select the employee’s name > Employee information > Time management information
Example of paying flexitime
There can be many different practices and agreements in companies regarding paying and recording flexitime. Below is a simple example of how to handle flexitime in Netvisor in the employee’s working hours and flexitime balances:
Starting situation: The employee has accumulated flexitime from 1.1.2024 totaling +50 h, of which 5 h will now be paid.
The employee records on 20.5 in working hours how many hours of flexitime will be paid with the record type “80. Paid flexitime”, in total 5 h. On the same day, the employee has worked 7.5 h normally.
Check that the paid flexitime is included on the May payslip for Payment according to the record type formula.
After Payment, update as the payroll accountant the flexitime tracking start date to the Payment date and deduct the paid flexitime from the existing flexitime balance, because the record type does not automatically reduce the employee’s hours from the flexitime balance.
In the example, the employee had accumulated 50 h of flexitime from 1.1.2024, of which 5 h were now paid, so the remaining balance is 45 h of flexitime. Flexitime was paid on 20.5.2024, so update the new flexitime tracking start date to the next day, 21.5.2024.
Check the employee’s working hours recording. Once you have updated the flexitime tracking start date and balance, the employee’s working hours recording shows a balance reduced by the paid flexitime, i.e. 45 h.
How do I update an employee’s flexitime balance when working hours change?
Update the flexitime balance by following the steps below when the employee’s working hours change:
Open the employee’s information from the employee listing.
Update the flexitime tracking start date. Enter the date when the change in working hours took effect. This prevents old time entries from affecting the new flexitime balance.
Set the new flexitime balance. Go to “Flexitime at the start of tracking” and enter the employee’s new flexitime balance for the period before the change date. This ensures that flexitime tracking continues without interruption and old hours do not affect the new flexitime balance.
How can I track flexitime in Netvisor?
Start flexitime tracking by entering the flexitime tracking start date and opening balance in the employee’s basic data under time management information.
Select Salaries > Personnel > Employee listing > Click the employee’s name
Netvisor flexitime tracking uses the weekly working hours set for the employee or the Salary model, which in working hours recording are distributed across five workdays from monday to friday. Flexitime either increases or decreases in proportion to how daily working hours entries exceed or fall short of the daily working hours.
How do I update the flexitime balance retroactively when working hours have changed?
If the flexitime balance has not been updated in time, correct the balance retroactively by following these steps:
Open the employee’s information from the employee listing.
Check the original flexitime balance and start date from time management information.
Download the working hours report for the desired period. Use the report to determine the correct flexitime balance for that period. Run the report up to the last day with the previous working hours. For example, if working hours changed starting 1.5, check the flexitime balance for 30.4.
Update the flexitime balance and start date in time management information. Set the new flexitime balance and the date from which flexitime tracking continues. For example, if working hours changed starting 1.5, set “Flexitime tracking started” to 1.5 and “Flexitime at the start of tracking” to the working hours report flexitime balance as of 30.4.
Repeat these steps if needed, if working hours have changed multiple times during the review period.
How should working hours be recorded if weekend hours must not accumulate flexitime?
For weekend working hours entries, you can create a separate record type, for example, with settings where the record type is defined not to affect flexitime calculation. This way, hours recorded for weekends do not affect the flexitime balance.
For flexitime balance adjustments relating to weekends, you can also apply the instructions in the article Part-time employee working hours recording and flexitime tracking.
Keywords: flexitime, flexitime tracking, working hours recording, weekly working hours, record type, working hours report, flexitime leave, Salary model, payroll, flexitime balance, positive balances, negative balances, plus hours, minus hours
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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