Employee hours for HR

What this guide covers

Employee hours for HR (People > Human Resources > Reports > Employee hours for HR) opens the "Hours & Pay" report: one row per employee for a chosen window, with their hours broken down into the weighted figures payroll needs. It is the payroll-prep view. For the same data as charts and KPI cards, use Hours Analytics instead.

Who can open it: the Attendance report permission (ATTENDANCE_REPORT).

Choosing the window

The "Window" selector offers Today, Week, Month, Custom (From / To) and Pay group.

Pay group is the one to use for payroll. Pick the pay group, then step through the "Cut-off cycle" with the previous/next arrows. The page then shows two ranges:

Period — the salary period for that cut-off.
OT period (in payroll) — the overtime dates that go to payroll for this cut-off. Overtime pays whole Monday-to-Sunday weeks, so it does not match the salary cut-off exactly: it runs from the Monday of the week the period starts in to the last full week ending on or before the cut-off. The week straddling the cut-off is paid next period.

Click "Apply" (or "Reload") after changing the window. A search box filters the loaded rows by employee name, employee number or department.

Two views

A toggle switches between the "Full" view and the "OT & deductions" view. Full shows every column below; OT & deductions narrows to what payroll adds and deducts.

What each column means (Full view)

Hover the info icon on any column header for the same explanation on screen.

Ordinary hrs — scheduled ordinary (contracted) hours over the working days in the Period.
Worked — total hours actually clocked across all days, including overtime and Saturday/other-day work.
Working (auth) — worked hours a manager has authorised. This is the payable basis; unauthorised and declined hours are excluded.
×1 ordinary — authorised hours within the weekly ordinary cap, paid at ×1.
PH ×1 (off) — a public holiday on a scheduled working day that was not worked; paid at ×1 and auto-authorised.
×1.5 — weekday and Saturday overtime. The figure is already weighted (hours × 1.5) and is aggregated over the OT period, not the Period.
Sun ×2 — Sunday overtime, already weighted, over the OT period.
PH ×2 — a public holiday that was worked, already weighted, over the OT period.
Total OT — all overtime combined and weighted. This is the overtime that goes to payroll for this cut-off. Click a value to see which weeks and days it came from.
Payable — weighted payable hours: ordinary ×1 + PH ×1 + OT ×1.5 + Sunday ×2 + PH ×2. The sub-line shows the actual, unweighted hours.
Total payable — Payable plus paid leave taken plus company-event credit. Paid leave and event credit both count at ×1, so an employee who was at a company event on a working day is paid for it here even though they were not clocked in.
OT? — whether the employee's schedule allows overtime. When No, time beyond the schedule is "Extra (no pay)".
Extra (no pay) — over-schedule time on an overtime-ineligible schedule. Shown for the record, never paid, no authorisation needed.
Missing (h) — net scheduled hours not worked: scheduled ordinary minus all worked time, including overtime and other-day work. Work on other days offsets a weekday shortfall, so this is the netted figure. Click a value for the per-day breakdown.
Unauthorised (h) — worked beyond schedule and still waiting for a manager's decision. Not in the payable totals yet. HR cannot authorise here; click the chat icon in the row to message the manager.
Declined (h) — beyond-schedule hours a manager refused. A final write-off, never paid.
One column per leave type — the leave days taken in the window, by type.

All figures are in decimal hours (e.g. 7.5 = 7 h 30 m).

For what these terms mean and how the numbers are derived, see How working time is calculated: ordinary hours, overtime & authorised time.

Exports

Two Excel buttons sit above the table:

Export Excel — the Full view as a workbook.
OT & deductions — overtime-eligible employees only: the overtime hours to add (×1.5 / Sun ×2 / PH ×2) plus the unpaid-leave and shortfall hours to deduct.

How this compares with the Pay breakdown on Manage hours

The Pay breakdown table on a person's Manage hours view is this report's row for that one person, produced by the same calculation. It drops the two public-holiday pay columns and the per-leave-type columns, collapsing the latter into a single Leave (days) total, and it adds a caption splitting the overtime by weekday, Saturday, Sunday and public holiday.

Overtime is the one figure that can genuinely differ between them. This report totals overtime over whole Monday to Sunday weeks, while Manage hours totals over the pay cycle's cut-off, so a week straddling the cut-off lands differently on the two screens. The ordinary hours agree either way.

Using it

It does not change any hours. To authorise beyond-schedule time before payroll, a manager uses Manage hours: authorise and decline your team's time. The chat icon on an unauthorised row is the quickest way to ask them.
Use the Pay group window so the Period and OT period line up with the pay run, then export.

If Total OT looks wrong for the month, check the OT period first. A week that straddles the cut-off belongs to the next period and will not be in this month's figure.

How working time is calculated: ordinary hours, overtime & authorised time — the model behind every column.
Hours Analytics — the same data as KPI cards plus an overtime chart.
Manage hours: authorise and decline your team's time — where beyond-schedule time is actually authorised or declined.
Pay Groups — the cut-off cycle the Pay group window follows.