Managing hour banks and leave in a non-profit

In a non-profit, overtime is often taken as time off rather than paid, and vacation and leave policies often go further than the law. Each employee ends up with several balances to track: overtime, vacation, sick leave, family leave. Feuille de temps calculates them from signed timesheets, according to your organization's rules.

Which banks can you track?​

Feuille de temps keeps a vacation bank, a sick leave bank and the overtime bank for each employee. If your organization offers them, you can add one or two specific leave banks under the name you choose (family leave, floating days, personal leave). Each employee sees their balances at the top of their timesheet, and managers see them for the whole team on the "My team" page.

How do hours go into a bank?​

Each leave bank has its own method (bank calculation method):

• all at once, at the start of the fiscal year, on the employee's start date, or on a date you choose;
• monthly, on the first day of each month;
• as they are earned, week by week, as timesheets are filled in.

Vacation can also be calculated as a percentage of hours, for employees without a fixed schedule or for everyone.

The overtime bank is always the sum of overtime worked, with the premium set by your province or your policy: an overtime hour at time and a half adds an hour and a half to the bank. See overtime premiums.

What happens to the balance at year end?​

For each bank, you choose whether the balance carries over in full, does not carry over, or carries over up to a cap. The cap is set in days for leave banks and in hours for the overtime bank.

Where does a balance come from?​

A balance that looks off can be traced in the bank statement: the starting balance, what was added, what was taken, what a cap held back, and any adjustments. A starting balance or data from an old spreadsheet goes in as a dated adjustment, without touching timesheets.

And for planning?​

The hour bank report gives the team's balances on a past or future date, in hours and, if you ask for it, in dollars for percentage-based vacation and overtime banked as money. It helps you prepare for year end, or present the executive director's balances to the board.

Your province's rules​

What the law requires for overtime and time off in lieu changes from one province to the next:

• Overtime, sick leave and vacation in Quebec
• Overtime calculation in Ontario
• Overtime calculation in New Brunswick
• Overtime calculation in British Columbia
• Sick leave and vacation pay in Ontario

For everything Feuille de temps does, see our timesheet software for non-profits.