Before getting started
If you authorize employees to choose between payment and recovery of their overtime, you can set up a transfer authorization between accounts in Lucca Timesheet.
Please note: hours cannot be allocated on the mobile app, only on desktop or via a mobile browser.
Contents:
Setting up a transfer authorization
Creating a transfer authorization
To create a transfer authorization, go to Settings > Time transfer authorizations and click on Add a transfer authorization.
- Select a source account.
- Select a time account which accounts for payroll variables according to the time accounting rules configured in Settings > Time accounting.
- Select a target account (account to which the submitter can transfer time).
- Indicate whether a comment must be entered.
- Select the minimum transfer (value also acting as an incremental step).
- For example, if you select 30 minutes, submitters will be able to transfer hours from the source account to the target account in 30-minute increments, from the first half-hour.
You can create several transfer authorizations, for example, if you allow a choice between pay and recovery for overtime, Sundays worked, etc.
Please note that a given account can only be referenced in a single transfer authorization.
When you have finished, save your settings.
Creating or renaming time accounts
If you have not previously created all the time accounts you need (to distinguish between "pay" and "recovery" accounts, for example), you can create new time accounts directly from the transfer interface:
To edit time accounts or create new ones, go to Settings > Time accounts.
We advise you to clearly name the time accounts, to make them easier for submitters to understand. For example, if you allow a choice between payment and recovery for overtime compensated at 125%, you will need an "Overtime 125% recovered" account and an "Overtime 125% paid" account.
Please note: a time account included in a transfer authorization must be visible on the timesheet.
Configuring the export
Remember to set up the export settings so that "payroll" and "recovery" time accounts are attached to the corresponding exports with the correct multipliers.
For example, you need to attach the "Overtime 125% recovered" account to the Lucca Absences export (with a multiplier of 1.25), and the "Overtime 125% paid" account to a payroll export (with a multiplier if you want Lucca Timesheet to apply the increased amount).
You can refer to the following page to configure the export: Configuring the exports for Lucca Timesheet.
Use by submitters and approvers
Modifying allocations during submission
In the Times tab, time accounts are grouped by transfer authorization. Accounts that are not included in a transfer authorization are grouped together in a separate section.
By default, recorded times are left on the source time account (the account credited according to time accounting rules). After having completed their timesheet, the submitter can transfer time from the source account to the target account by clicking on "Change transfers and send".
A window then displays the transfer authorizations, and the submitter can transfer time from the source accounts to the target accounts by clicking on the arrows.
By clicking on Send for approval, the employee can submit their timesheet with the selected allocation.
Modifying allocations during approval
At the approval step, an approver can edit the allocation chosen by the submitter by clicking on Change transfers and approve:
The history of allocation modifications and any comments can be viewed by clicking on the comment zone in the top-right corner of each transfer authorization.