Purpose Statement

This article explains how to create and configure compensatory time (comp time) accruals in First Due's scheduling system. Compensatory time allows departments to automatically track and award time off to personnel who work specific shift types, providing an efficient way to manage earned time off in accordance with departmental policies and FLSA regulations. This automated accrual system eliminates manual tracking, ensures accurate record-keeping, and provides transparency to both administrators and field personnel regarding earned compensatory time balances.

Background Information

Compensatory time accruals are particularly important for fire and EMS departments that need to balance operational demands with fair labor practices. Many departments allow personnel to earn compensatory time when working overtime, special events, or covering shifts outside their normal rotation. First Due's accrual system automates this process by:

• Tracking hours worked against defined work types
• Automatically calculating and awarding comp time based on customizable accrual rates
• Enforcing maximum accrual caps to maintain compliance with departmental policies
• Providing real-time visibility of accrual status directly on the shift board
• Maintaining detailed accrual history for audit and reporting purposes

Common use cases include compensatory time earned for overtime shifts, holiday work, special event coverage, callback assignments, and shift trades that exceed standard work hours. This feature integrates seamlessly with First Due's shift board and time off request workflows, creating a comprehensive time management solution.

Required Permissions

To set up compensatory time accruals, users must have the following permissions:

• Access Scheduling 
  
• Access Setup
  

Video

Step-by-Step Guide

Step 1: Navigate to Time Off Types Configuration

1. Click on Scheduling in the main navigation menu
2. Click on Setup from the scheduling submenu
3. Click on Time Off Types to access the time off configuration page
   

Step 2: Create a New Compensatory Time Off Type

1. Click on Add Time Off Type button
   

1. Complete the following fields:
   • Time Off Type Name: Enter a descriptive name (e.g., "Compensatory Time" or "Comp Time")
   • Shortcode: Enter an abbreviation that will display on the shift board (e.g., "COMP" or "CT")
   • Color: Select a color that will help distinguish this time off type on the shift board
   • Subtypes (optional): Add any subcategories of compensatory time if your department tracks different types separately
2. Click Save to create the new time off type
   

Step 3: Access Accrual Profile Settings

1. Click on Accruals from the scheduling setup menu
2. Review the list of existing accrual profiles in your system
   

Step 4: Configure Compensatory Time Accrual Rules

1. Choose the accrual profile you want to update (select the profile that applies to the personnel who should earn comp time)
2. Locate the newly created compensatory time off type and toggle it ON to enable accruals
   

1. Select Hours Worked from the Frequency dropdown menu
   

Step 5: Define Accrual Parameters

Complete the following accrual configuration fields:

1. Accrues: Enter the amount of compensatory time that will be earned (e.g., "1" for hour-for-hour, "1.5" for time-and-a-half)
2. Time Unit: Choose between Hours, Days, or Shifts to define how the accrual is measured
3. Every: Specify the time span for the accrual calculation (e.g., "1" if accruing for every hour worked, "24" if accruing for every 24-hour shift)
4. Included Work Types: Select which work types are eligible for compensatory time accrual (e.g., Overtime, Callback, Special Event, Holiday)
5. Accruals Max Hours: Enter the maximum number of hours an individual can accumulate in their comp time bank (this cap helps maintain compliance with departmental policies)
6. Click Save when all parameters are configured
   

Step 6: Verify Accrual Display on Shift Board

1. Navigate to the Shift Board view
2. Hover your mouse over any individual assigned to an eligible work shift
3. Look for the compensatory time accrual indicator that displays whether the user is receiving comp time for that shift
   

Important System Processing Note: Compensatory time accruals are processed automatically at midnight in your department's configured time zone. A nightly batch process:

• Calculates earned compensatory time based on completed shifts
• Awards the hours to each user's accrual profile
• Updates the shift board to display accrual indicators for upcoming shifts
  

Newly created comp time accruals will not appear on the shift board until after the midnight processing cycle completes.

Best Practices

Configuration Recommendations:

• Clearly name your compensatory time off type to distinguish it from other time off categories (avoid generic names like "Other" or "Misc")
• Choose a distinctive color for comp time that doesn't conflict with other frequently used time off types
• Use shortcodes that are immediately recognizable to your personnel (e.g., "COMP" rather than "CT")
• Document your accrual rates and maximum caps in your departmental policy manual to ensure consistency

Accrual Profile Strategy:

• Create separate accrual profiles for different personnel groups if they have different comp time earning rates (e.g., line personnel vs. officers)
• Regularly review maximum accrual caps to prevent personnel from hitting limits unexpectedly
• Set accrual maximums that align with your department's financial liability management goals
• Consider creating multiple comp time subtypes if you need to track different sources of comp time separately (e.g., overtime comp time vs. holiday comp time)

Work Type Selection:

• Only include work types that should legitimately earn compensatory time according to your department's policies
• Exclude regular scheduled shifts unless your policy specifically allows comp time accrual for standard duty hours
• Review and update included work types whenever you add new shift categories to your scheduling system

Communication and Training:

• Educate personnel about how comp time is earned and displayed on the shift board
• Explain the midnight processing cycle so personnel understand when their accrued time will appear
• Provide clear guidelines about maximum accrual limits and "use it or lose it" policies if applicable
• Train supervisors to verify comp time accruals when approving time off requests

Do's:

• Regularly audit compensatory time balances to ensure accuracy
• Set up automated alerts when personnel approach maximum accrual limits
• Test accrual configurations with a small pilot group before department-wide rollout
• Document any special circumstances or exceptions to standard accrual rules

Don'ts:

• Don't set accrual rates that conflict with FLSA regulations or union agreements
• Don't forget to update accrual profiles when personnel change employment status or rank
• Don't create overlapping time off types that could cause confusion about which category to use
• Don't set maximum accrual limits so low that they create operational scheduling problems

Troubleshooting & FAQs

Q: I set up a new comp time type but it's not showing on the shift board. Why not?

A: Compensatory time accruals are processed at midnight in your department's configured time zone. If you created the time off type and configured accruals during the day, the system won't display accrual indicators until after the nightly processing cycle completes. Check the shift board after midnight to see the accrual indicators appear.

Q: A user is working an eligible shift but the comp time indicator isn't showing when I hover over them. What's wrong?

A: Verify the following:

• The user is assigned to an accrual profile that has the compensatory time off type enabled
• The work type for that specific shift is included in the "Included Work Types" list in the accrual configuration
• The user hasn't already reached their maximum accrual limit (if they're at the cap, new accruals won't be awarded)
• The midnight processing cycle has run since the shift was scheduled

Q: Can I change accrual rates mid-year without affecting previously earned comp time?

A: Yes, you can modify accrual rates at any time. Changes will only apply to future accruals; previously earned compensatory time balances remain unchanged. However, document the effective date of any rate changes for audit purposes and communicate changes to affected personnel.

Q: How do I handle different comp time rates for different situations (e.g., time-and-a-half for overtime vs. straight time for shift trades)?

A: Create multiple compensatory time off type subtypes, each with their own accrual configuration. Assign different work types to each subtype based on the appropriate accrual rate. This allows you to track and award comp time at different rates while maintaining detailed records.

Q: What happens when a user reaches their maximum accrual limit?

A: Once a user reaches their configured maximum accrual hours, the system will stop awarding additional compensatory time for eligible shifts. The user must use some of their accrued comp time (by taking time off) before they can earn additional hours. Consider setting up notifications to alert users when they're approaching their maximum limit.

Q: Can users see their comp time balance?

A: Yes, users can view their accrual balances through their First Due profile or mobile app. They can see current balances, accrual history, and upcoming expiration dates if applicable. This transparency helps personnel manage their time off strategically.

Q: The comp time accrual calculation seems incorrect. How do I troubleshoot this?

A: Check these common issues:

• Verify the "Accrues" field is set correctly (e.g., 1.5 for time-and-a-half, not 150)
• Confirm the "Every" field matches your intended time span
• Review the selected time unit (Hours vs. Days vs. Shifts) to ensure it matches your policy
• Check that the work shift duration is being calculated correctly in the system
• Review the accrual profile assignment for the affected user

Q: How do I handle comp time payouts or cash-outs?

A: Comp time payouts typically require manual adjustment of accrual balances in coordination with your payroll system. Work with your First Due administrator to create a standardized process for documenting and processing comp time buyouts, ensuring proper audit trails are maintained.

Q: Can I set different maximum accrual limits for different ranks or positions?

A: Yes, create separate accrual profiles for each rank or position category with different maximum limits. Assign users to the appropriate profile based on their position. This allows flexible comp time policies that reflect different roles' operational needs.

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Related Articles 

1. Setting up Accrual Profiles
   
2. Setting up Work Types
   
3. Setting up Time Off Types