Compensatory Off

Compensatory Off

When employees work on a weekend or on holidays, they will be able to mark the days worked to be taken later as compensatory off, provided the organization allows it.

Compensatory Off Settings

To allow employees to apply for compensatory off, relative settings should be configured in the first place.

Enable Users to add Compensatory off entry

  • From your home page, go to Leave > Settings > General Settings 
  • Under 'Enable users to add compensatory off entry' drop down, select the preference (automatic logging or manual logging or both) according to your organization's policy

  • Click Submit

To mark entries to be utilized as comp off later,

If you have chosen 'Automatic under settings', then you will have to add a Compensatory-off scheduler.

  • From your home page, go to Leave > Settings > Compensatory Off scheduler > Add Schedule
  • Enter details like Schedule name, Time etc
  • Under date, select the date on which you want the scheduler to run. For eg - if you would like to run the scheduler two days prior to the current date, select 2 in the Date drop down. This means that, when the scheduler is run on the 3rd date of a month, it will run for entries of the first day of the month.
  • Under Applicable for, make your selection based on options like Users, Departments, Designations etc

  • Click Submit

Once this schedule is added, whenever an employee works on a weekend or a holiday, the system will push that entry as compensatory off and the employee will be able to see it under the Compensatory Off tab (Leave > Views > Compensatory Off). This can be availed later by clicking on 'Book CompOff'.

Note: The holidays and weekends will be considered here based on the holidays and weekends configured for the particular employee. In case of shifts, Shift-based holidays and weekends will be applicable.

If you have chosen, 'Manual' under settings, then employees will be able to record their days to be taken as compensatory off later by following the steps given below.

  • From your home page, go to Leave > Compensatory off > Add
  • Enter the date on which work is done
  • Check the box if it is a half day
  • Give a description if needed and click Submit

Now the weekends or holidays on which work has been done have been recorded. This will increase the count of the leave type called compensatory off.

Now that the settings have been configured, you can apply for compensatory off using the steps below.

  • From your home page, go to Leave > Apply Leave
  • Select the date and choose the leave type as Compensatory Off
    The system will auto-fill the date with the first date in the last five days in which you have marked a day for compensatory off.
  • Click Submit

Alternatively, you can also avail compensatory off by following the steps given below.

  • From your home page, go to Leave > Views > Compensatory Off

You will be able to see all the compensatory off requests that have been logged.

  • Click on 'Book Comp off' for the desired date

You will be taken to the 'Apply leave' page where you can select 'Compensatory Off' from the leave type drop down and apply for compensatory off.

In case of approvals configured for compensatory off, employees will be able to avail the comp off after approval is done.

Employees can mark their days to be utilized later as compensatory off. To mark days to be used as Compensatory Off,

  • From your home page, go to Leave > Views > Compensatory Off > Add
  • Enter the date on which work is done
  • Check the box if it is a half day

  • Give a description if needed and click Submit

Now the weekends or holidays on which work has been done have been recorded. This will increase the count of the leave type called compensatory off.

Now that you have marked days to be considered for Compensatory Off, let us know how to apply for a compensatory off.

  • From your home page, go to Leave > Views > Apply Leave
  • Choose the leave type as Compensatory off
  • Give a reason
  • Click Submit

The system will auto-fill the date with the first date in the last five days in which you have marked a day for compensatory off.

Alternatively, you can also avail compensatory off by following the steps given below.

  • From your home page, go to Leave > Views > Compensatory Off

You will be able to see all the compensatory off requests that have been logged.

  • Click on 'Book Comp off' for the desired date

You will be taken to the 'Apply leave' page where you can select 'Compensatory Off' from the leave type drop down and apply for compensatory off.

In case of approvals configured for compensatory off, employees will be able to avail the comp off after approval is done.

Compensatory Off Settings

You can have settings configured for duration allowed to be considered for 'Compensatory Off'.

To only allow a full day's work to be considered for Compensatory Off,

  • From your home page, go to Leave > Settings > General Settings
  • Under 'Compensatory off', go to 'Unit(s) Allowed' and select Day
  • Under Duration(s) Allowed, select 'Full Day'

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  • Click Submit

By enabling this restriction, you can prevent employees from logging in compensatory off requests for quarter day and half day. Further, you can also have approvals configured for the compensatory off requests.

Leave to be credited when work is done on a Holiday

By making use of Compensatory off settings, you can compensate employees for any number of days of leave for every holiday on which they have worked.

For instance, if you like to compensate employees with 2 days of leave for every holiday they have worked,

  • From your home page, go to Leave > Settings > General Settings > Compensatory Off
  • Under 'Leave to be credited when work is done on a holiday', enter 2

  • Click Submit

Once this is done, when an employee applies for compensatory off for work done on a holiday, he/she will have an availability of 2 days of leave to compensate work done on the holiday. Employee can either avail the comp off in days/hours.

In case of hours, the total hours per day will be populated in the box (based on the total working hours set for the organization under Attendance Settings). Employee can enter the number of hours that he/she needs to avail.

Expiry for Compensatory off requests

To set an expiry period for the compensatory off requests that are logged,

Generally, comp off requests that are logged will expire by the end of the year. The date 31 Dec gets auto-populated as expiry date. However, you can also set an expiry period for the comp off requests. Follow the steps given below to do this.

  • From your home page, go to Leave > Settings > General Settings > Compensatory Off
  • Under 'Credited Leave expires after', enter the days/months after which you want the comp off to expire

  • Click Submit

Units Allowed

When an employee makes a request for compensatory off (in days or in hours), the employee can avail it either in days or in hours.

As a first step, you should enable the option to avail comp off in hours under Settings.

  • From your home page, go to Leave > Settings > Leave Type > Compensatory Off
  • Click on the edit icon
  • Under 'Leave Restrictions', check 'Enable Hour option'

  • Click Submit

Once you have enabled hour option under Settings, employees can avail comp off in two ways.

Method 1:

  • Click on 'Book Comp Off' from Leave > Views
  • Under 'Leave Type', select if the comp off availed should be in Hours or days

The number of hours/days of comp off available for the booking will be seen at the bottom.

  • Enter the number of hours to be availed in the box

  • Click Submit

Once this is done, the total number of hours availed and the number of hours that are available for the booking can be seen under Views > Compensatory Off.

Method 2:

Booking a comp off can be done from List View also.

  • Click on 'Apply Leave' under Leave > Views > List View
  • Under 'Leave Type', select 'Compensatory Off' and choose days/hours based on the need
  • Select the date(s)

Under 'Compensate With', you will be able to see all the compensatory offs that have been recorded along with the number of hours.

  • Select the date based on the hours/days of which you would like to utilize to avail your comp off and enter the hours that you would like to avail (if you want to avail in hours)

For eg - if you would like to avail 2 hours on 28 Feb and you would like to utilize the booking that you have done on 4 Feb, then you have to select 4 Feb under 'Compensate With' and enter the hours.

  • Click Submit

Tip: If there is an expiry period set for compensatory offs, then it is good to compensate with the oldest booking first since the oldest booking will be the first one to expire.

Compensatory Off Scheduler

Alternatively, the employee can have his/her weekend or holiday work recorded automatically.

When an employee works on a weekend or a holiday, it can be marked as compensatory off and availed later by the employee. Using Zoho People, you can have a scheduler run to create a record of work done during weekends or holidays. You can make use of the compensatory off scheduler for this purpose. Follow the steps given below to know how to create a scheduler.

  • From your home page, go to Leave > Settings > Compensatory Off Scheduler > Add Schedule
  • Enter details like Schedule name, Time etc
  • Under date, select the date on which you want the scheduler to run. For eg - if you would like to run the scheduler two days prior to the current date, select 2 in the Date drop down. This means that, when the scheduler is run on the 3rd date of a month, it will run for entries of the first day of the month.
  • Under Applicable for, make your selection based on options like Users, Departments, Designations etc

  • Click Submit

Once this schedule is added, whenever an employee works on a weekend or a holiday, the system will push that entry as compensatory off and the employee will be able to see it under the Compensatory Off tab (Leave > Views > Compensatory Off). This can be availed later by clicking on 'Book CompOff'.

Note: The holidays and weekends will be considered here based on the holidays and weekends configured for the particular employee. In case of shifts, Shift-based holidays and weekends will be applicable.

Editing and Deleting a Compensatory Off schedule

To edit/delete a comp-off schedule,

Follow the steps given below.

  • From your home page, go to Leave > Settings > Compensatory Off Scheduler

  • Hover your mouse over the schedule and use the edit/delete icon to edit or delete the schedule

You can also run Compensatory off scheduler for entries of a day from a previous date or month.

Follow the steps given below.

  • From your home page, go to Leave > Settings > Compensatory off Schedule
  • Click the execute icon (play icon) of the scheduler that is already running

  • Under 'Day', select the day for which the schedule has to be run and click Execute

Now, the scheduler will run for that day(weekend/holiday) alone in the previous month and employees who have been present on that day will have the day marked for compensatory off to be taken later.

Note: The execution of this scheduler will follow the same filters (Location, Designation, Users etc).

Compensatory off can be recorded in an automated way using the Compensatory off scheduler. On the other hand, it can also be recorded manually.

To record compensatory off manually, in terms of hours

As the first step to do this, you need to ensure that you have enabled compensatory off for your organization.

  • Go to Leave >Settings > General Settings > Compensatory Off

  • Under 'Enable users to add compensatory off entry', you should have selected 'Both' or 'Manual'

Note: Recording compensatory off in hours is possible only when the request is made manually. For comp off requests that are pushed automatically with the help of the scheduler, recording comp off can be done only in days.

In cases where there are few hours of work done during a weekend or a holiday, employees can record their work done manually, in hours by following the steps given below.

  • From your home page, go to Leave > Views > Compensatory off
  • Click Add Request
  • Select the date on which work has been done, under 'Worked Date'
  • Under 'Unit', select 'Hours'
  • Under 'Duration', enter the hours
  • Give the From time and To time if needed

Note: The Expiry Date will be auto-populated as the 31 Dec of that year. However, you can also set an expiry date. Click here to know how.

  • Give a description if needed

  • Click Submit

The request goes for approval if configured.

To carry forward compensatory off records of the past,

The initial compensatory off balance can be manually entered for the employee based on the existing balance.

  • From your home page, go to Leave > Settings > Initial Balance
  • Click on the employee name whose initial comp off balance should be entered
  • Go to Initial Balance
  • Under Compensatory off, enter the number of days of comp off the employee already has

  • Click Submit

Note: The comp off balance entered should always be in days. If the employee has comp off balance in hours, it should be converted into days and entered here.

It is also possible for an employee to add a time off request for hours worked as over time.

If an employee works on a holiday or a weekend, then it can be marked for TOIL(Time Off in Lieu) and taken later as compensatory off. However, this is not applicable for hours logged as over time. While, it is possible to record the hours worked as overtime, utilizing the recorded overtime hours at a later point in time should be taken offline by the employee and the manager.

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