You can convert vacation balance into working time credit: the system deducts vacation from the vacation account and, in return, increases the overtime credit in the working time account. This allows an employee to offset negative hours in the working time account with vacation. An admin can perform the conversion.
Here is an example for employee Schmitt, who has -8 h in the working time account and wants to convert 2 days of vacation (16 h) into working time credit:
1. Enter paid-out vacation
Sign in to Timebutler as an admin and click “Settings > Vacation entitlement” in the bottom left. In the row for employee Schmitt, increase the number in the “Paid-out vacation” column by 2 days. If there is a 0 there, enter a 2. Then click the “Save changes” button on the right in the row. The system immediately deducts 2 days of vacation balance from the employee’s vacation account.
You should inform the employee that the display of the 2 paid-out vacation days does not mean the vacation was paid out, but that it serves as an offset for the working time account (which ultimately also affects salary).
2. Increase working time
You now need to increase the working time by 16 h. You have two options. Choose one of the two options:
1) Increase working time balance
Click “Settings > Working time balance” in the bottom left. In the row for Mr. Schmitt, increase the value in the “Working time balance from the previous year” column (or “Working time balance at the start of time tracking on tt.mm.jjjj”) by 16. If it shows 21,5, change it to 37,5. Then click “Save changes” on the right in the row. This increases the working time account credit by 16 h immediately.
2) Enter working time
Enter a new working time entry for employee Schmitt that includes the number of hours by which you want to increase the working time. In the example, a working time entry of 16 h. The system immediately credits this working time to the working time account and increases the working time account credit by 16 h.
When entering the working time entry, you should add an appropriate comment in the notes, for example “16 h offset by converting vacation.” It also makes sense to place the working time entry on a Sunday: then it does not collide with a real working time entry for the employee and it becomes clear that this is not actual working time performed.
Read here how to [convert salary into working time credit(/vacation-planner/vacation-accounts/convert-salary-into-working-time-credit/).