Hour Account
Monitor cumulative working hours, overtime balances, and activity tracking for employees and drivers.
The Hour Account page provides a consolidated view of each employee's cumulative working hours over a defined period. It tracks regular hours, overtime, undertime, and provides a running balance that helps HR managers and payroll teams ensure accurate compensation.
Navigation: HR > Attendance > Hour Account
Purpose
In fleet management, employees and drivers often work irregular hours -- early mornings, late nights, split shifts, and overtime during peak periods. The Hour Account aggregates all attendance data into a single view so that:
- HR managers can monitor whether employees are meeting their contracted hours
- Overtime balances are tracked accurately for payroll
- Undertime (hours owed by the employee) is visible and can be addressed
- Activity patterns can be reviewed for workforce planning
What You Will See
The Hour Account page displays a table with one row per employee, showing their cumulative hour balances:
| Column | Description |
|---|---|
| Employee | Name and employee ID |
| Department | The employee's department |
| Contracted Hours | Total hours the employee is expected to work in the selected period |
| Actual Hours | Total hours the employee has actually worked |
| Regular Hours | Hours worked within the standard shift times |
| Overtime Hours | Hours worked beyond the standard shift, eligible for overtime pay |
| Undertime | Hours the employee fell short of their contracted hours |
| Balance | Net balance calculated as Actual Hours minus Contracted Hours (positive = overtime surplus, negative = undertime deficit) |
Filtering and Search
You can filter the Hour Account table using:
- Date Range -- Select a specific period (week, month, quarter, or custom range) to calculate the balances
- Department -- Filter by a specific department to see only that team's data
- Search -- Search by employee name or ID
The default date range is the current month. When reviewing hour accounts for payroll purposes, make sure you select the date range that matches your payroll period.
Understanding the Balance
The balance column is the most important metric on this page. It tells you at a glance whether an employee has worked more or fewer hours than expected:
| Balance | Meaning | Action |
|---|---|---|
| Positive (+) | Employee has worked more than their contracted hours (overtime) | Overtime may need to be compensated or banked as time-off-in-lieu |
| Zero (0) | Employee has met their contracted hours exactly | No action needed |
| Negative (-) | Employee has worked fewer than their contracted hours (undertime) | Review whether the gap is due to approved leave, absences, or scheduling issues |
Viewing Employee Detail
Click on any employee row to expand their detailed hour breakdown. The detail view shows:
| Section | Description |
|---|---|
| Daily Log | A day-by-day breakdown of clock-in times, clock-out times, and hours worked |
| Weekly Totals | Hours aggregated by week within the selected period |
| Overtime Breakdown | Dates and durations of each overtime occurrence |
| Leave Days | Any approved leave days within the period (these reduce the contracted hours expectation) |
Activity Tracking
In addition to raw hours, the Hour Account may include activity tracking data for drivers:
| Activity | Description |
|---|---|
| Driving Hours | Time spent actively driving or on trips |
| Idle Hours | Time clocked in but not assigned to any trip or task |
| Break Time | Scheduled and actual break durations |
| Administrative Time | Time spent on non-driving tasks such as vehicle inspections or paperwork |
For driver roles, monitoring driving hours is important for safety compliance. Many jurisdictions have maximum driving hour regulations. Use the Hour Account to ensure drivers are not exceeding legal limits.
Exporting Data
You can export the Hour Account data for reporting or payroll processing:
- Set the desired date range and filters.
- Click the Export button at the top-right of the table.
- Choose your preferred format (CSV or Excel).
- The downloaded file will contain all visible columns and rows based on your current filters.
Best Practices
- Review before payroll -- Always review the Hour Account for the current payroll period before running payroll. This ensures overtime and undertime are correctly accounted for.
- Address negative balances promptly -- If an employee consistently shows undertime, have a conversation to understand the cause -- it may be a scheduling issue, not a performance problem.
- Use department filters -- Team leads should regularly check their department's hour accounts to stay informed about team workload and distribution.
- Compare with leave records -- When you see undertime, cross-reference with the Leave module to confirm whether the gap is covered by approved leave.