At stations that have the Contracts module enabled, it is possible for Supervisors and above to manually amend contractual balances.
These modifications can be found in the 'Carryover' column of the Contract Fulfilment Statistics report, which can be accessed through the Station > Reports > Contract Fulfilment Statistics menu.
Carryover can be matched to availability codes (for example, Leave, ToiL, etc.) to amend contract statistics and balances.
How can I use this feature?
To add (or subtract) to the work balance of a user, you need to hover your mouse over the ( i ) icon in the 'Carryover' column of the user you want to amend the balance for. You will see a blue 'New' button.
There, you will find a form where you will be able to adjust the values you need. Let's take a look at the settings you need to review to correctly amend the balances as desired.
First: You will need to select the balance you want to modify: Hours or Shifts. Also, there are two options you can work with: Deduct or Add. Additionally, you can allocate the Overtime carryover to the current period or transfer it to the next one.
When to use Deduct?
Use the Deduct option when:
A user has performed more shifts/hours than contracted for, which is time that can be carried forward to accrue as work towards the next period. Deduct from 2022 and add to 2023
E.g. A user was expected to work 184 shifts per year and performed 189, for the next year, he may be entitled to carryover his overtime and deduct it from next year's target. To achieve that the form should look like this:
When to use Add?
This option can be used to carryover unused Leave to the following year by applying the corresponding Availability code from the list. This will look like a negative balance, allowing the user to take more leave the following year without incurring in a breach of contract. Add to 2022 and deduct from 2023
How to manually adjust the current year's balance
To manually adjust the current year's balance, use the 'Present year' option in the form. In this scenario, there are also two options: 'Deduct' or 'Add'.
In this case, think of the Deduct option as a negative (-) symbol, and the Add option as a positive (+) symbol, towards the balance of hours/shifts, or the balance of an availability code.
If a user has performed more hours than indicated on the contract, or has taken more leave than indicated on the contract, for example for being transferred from a different post with a different contract, then use the 'Add' option to increase the balance.
The 'Deduct' option works the opposite way: If a user has extra leave available, then the deduct option will decrease the existing balance used, meaning that the user will have more shifts/hours to take as leave in the present year.