Absences in the balance
Every absence affects the balance — but not every absence the same way. Vacation counts like working time. Sick, doctor’s visit and other fill up the target. Time off in lieu spends credit. This page shows how iXTime calculates a day, with tables and examples.
Step by step
- 01
How a day is calculated
For every day iXTime calculates: worked (working time, without breaks) plus vacation, minus owed, plus what sick, doctor’s visit or other filled up of the open target. The result is the day’s ±; the sum of all days is the balance. A day only counts once it is over.
- 02
Three effects
Every absence reason has exactly one effect: “counts as working time” (vacation), “covers the target” (sick, doctor’s visit, other) or “spends credit” (time off in lieu). The overview below shows what that means for the balance and the leave account.
- 03
Full day or hourly
A full-day absence stands for the whole day’s target, without an hour figure of its own, and allows no other entry on the same day — not even work. An hourly absence counts exactly its span and may sit beside work, but not at the same time as another entry.
- 04
Covers the target — never more
Sick, doctor’s visit and other only fill up what work left open of the target. Whoever owes eight hours, works eight and spent two hours at the doctor’s is at ±0:00, not at +2:00. Work beyond the target is still a plus.
- 05
Vacation is paid time
Vacation hours are deducted from the leave account and in return count as worked in the balance. Four hours of vacation and five hours of work on an eight-hour day make +1:00. At most the day’s target is credited — exactly what the leave account deducts.
- 06
Time off in lieu spends credit
Time off in lieu covers no target: the day’s target stays open, so the balance drops by exactly those hours — that is how built-up credit is spent. The entry explains the day — instead of a gap it reads “Time off in lieu”. It is offered only while target working time is switched on.
- 07
The effect is fixed
Whether an absence covers the target or counts as working time depends only on the reason, never on the single entry. Otherwise whoever records it would decide their own balance, and two identical absences could count differently.
The reasons at a glance
Which effect each reason has on the balance and whether it touches the leave account.
| Reason | Effect on the balance | Plus possible? | Leave account |
|---|---|---|---|
| Vacation | counts as working time, at most the day’s target | yes, beside work | deducted |
| Sick | covers the open target | no | – |
| Doctor’s visit | covers the open target | no | – |
| Other | covers the open target | no | – |
| Time off in lieu | spends credit — the target stays open, the balance drops | no | – |
Paid release, carer’s leave, a visit to the authorities: record them as Other with a note — the effect is the same.
Examples on an eight-hour day
Owed 8:00. All figures as they appear in the balance view.
| Recorded | Calculation | ± day | Leave account |
|---|---|---|---|
| 8:00 work | 8:00 − 8:00 | ±0:00 | – |
| 7:30 work | 7:30 − 8:00 | −0:30 | – |
| 9:00 work | 9:00 − 8:00 | +1:00 | – |
| Full day of vacation | target counts as worked | ±0:00 | −8:00 |
| Full day sick, doctor’s visit or other | target covered | ±0:00 | – |
| Full day time off in lieu | 0:00 − 8:00 | −8:00 | – |
| 5:00 work + 4:00 vacation | 5:00 + 4:00 − 8:00 | +1:00 | −4:00 |
| 4:00 work + 4:00 vacation | 4:00 + 4:00 − 8:00 | ±0:00 | −4:00 |
| 8:00 work + 2:00 doctor’s visit | nothing open, nothing to fill | ±0:00 | – |
| 6:00 work + 2:00 other | 2:00 open, 2:00 filled | ±0:00 | – |
| 3:30 work + 4:00 sick | 4:30 open, 4:00 filled | −0:30 | – |
| 9:00 work + 1:00 doctor’s visit | the plus from work stays | +1:00 | – |
| 6:00 work + 2:00 time off in lieu | 6:00 − 8:00 | −2:00 | – |
Special days
A day’s target comes from the work model and the day exceptions. Where nothing is owed, there is nothing to cover.
| Day | Owed | What happens |
|---|---|---|
| Public holiday or day off (day exception 0:00) | 0:00 | Not worked: ±0:00. Worked 3:00: +3:00. Vacation consumes nothing. |
| Shortened day (day exception 4:00), full time 8:00 | 4:00 | A full day of vacation consumes 4:00 and stands at ±0:00. |
| Shortened day (4:00), part time with 3:00 on that weekday | 3:00 | The exception lowers, it never raises — 3:00 remain. |
| Free weekday in a member’s own model | 0:00 | Work on that day is a plus; time off in lieu changes nothing. |
| No work model in force | no target | The day does not count; the person shows as “no target”, not at 0. |
| Today | not counted yet | Today’s completed work is shown beside it but only counts from tomorrow. |
Building and spending credit
A week with time off in lieu on Friday. Owed Monday to Friday 8:00 each.
| Day | Recorded | ± day | Balance |
|---|---|---|---|
| Monday | 9:00 work | +1:00 | +1:00 |
| Tuesday | 9:00 work | +1:00 | +2:00 |
| Wednesday | 9:00 work | +1:00 | +3:00 |
| Thursday | 9:00 work | +1:00 | +4:00 |
| Friday | 4:00 work + 4:00 time off in lieu | −4:00 | ±0:00 |
Why does a doctor’s visit beside a full working day not produce a plus?
Because it only fills up what is open. The appointment cost you nothing, so it credits you nothing either.
Why can vacation produce a plus?
Because the hours are deducted from the leave account: you paid for them with vacation. Whoever works longer on a half day of vacation ends up in plus, just as on a long working day.
A full day of vacation and two hours of work in the evening — does that work?
Not as full-day vacation, since it allows no other entry on the day. Record the vacation hourly for the day’s target and the work beside it: with 8:00 owed that makes +2:00 and 8:00 of vacation.
Can I change the effect for one entry?
No. It is fixed to the reason. If something should count differently, pick the matching reason or correct the balance with a balance posting.
How do I record paid release?
As Other with a note. It covers the day’s target, so a full day stands at ±0:00 and the credit stays untouched.
Does overtime expire at some point?
Not by itself. Whatever expires or is paid out you post as a balance posting — see “Balance & balance postings”.