Compensatory Time Off (Comp Time)

Comp time is overtime hours saved in a time bank instead of being paid out in salary. The employee can then take the hours as time off. It's a popular solution in restaurants where peak periods (Christmas, summer, events) generate lots of overtime that can be balanced against quieter times.

---

Legal basis and guidelines:

Comp time is governed by collective agreement (Visita-HRF in Sweden) or individual employment contract, not by law. Common principles:

• Voluntary – employer and employee must agree
• Cap per employee – often 40–80 hours max in the bank
• Expiration – comp time not taken within a certain time (typically 12 months) is paid out as salary
• At end of employment – remaining comp time must be paid out in cash

Vendion supports both models: with or without cap, with or without expiration.

---

Relationship to OB and overtime:

An important distinction here:

Can you get both OB and comp time for the same hours? Yes – OB supplement is paid as cash, while the time itself is saved as comp time. Example: 3 h overtime Saturday evening → 3 h into the time bank + OB2 supplement (typically 50%) paid in salary.

Can you get both overtime pay and comp time? No – you choose one. Either overtime hours are paid in cash with overtime supplement (often 50%), or saved as comp time (1:1 or 1:1.5 depending on agreement).

---

Manage comp time in Vendion:

View balance:

1. Go to the employee's detail page
2. Click the Comp time tab
3. You see:
   • Current balance (hours left to take)
   • Earned this year
   • Taken this year
   • Paid out this year
   • History – list of all transactions

Transaction types:

Add comp time manually:

1. Open the comp time tab
2. Click Add transaction
3. Choose type, enter hours, date and note
4. Save

Automatic earning: If enabled in settings, approved overtime (> 40 h/w) is automatically converted to comp time instead of overtime pay.

---

Take comp time (employee):

The employee applies for comp time off via the staff portal:

1. Go to Absence in the portal
2. Click New absence request
3. Choose type: Comp time
4. Choose dates and scope
5. The system checks that the balance is sufficient
6. Submit request

The manager approves as a regular absence request. Approved time off automatically deducts from balance.

---

Payout of comp time:

Voluntary payout:

• Employee can request all or part of the balance to be paid in cash
• Manager approves in comp time tab: Pay out
• Amount added to next payroll
• Hourly rate × number of hours (without OB, since OB is already paid)

Mandatory payout at end of employment:

• When an employee leaves, remaining comp time is automatically paid out
• Happens in the final payroll
• Note in comp time tab: "Final payout"

Payout at expiration:

• If you set an expiration time (e.g. 12 months), the system warns 30 days before expiration
• You can choose to pay out or let expiration occur

---

Comp time settings:

Go to Staff → Settings → Comp time:

Tip: Start with 1:1 and 12 months expiration – that's common in the industry. Avoid "No limit" + "No expiration" since it creates a large vacation debt on the balance sheet.