Timebank

Timebank Setup and Management

The Timebank feature ensures that drivers on a fixed monthly salary receive consistent pay regardless of how many hours they work each month. Whether a driver works 140 hours, 90 hours, or 160 hours, their salary remains the same, while TEQ keeps track of hour balances across the year.

Managers simply need to ensure each driver fulfills their annual hour requirement.

How Timebank Works

• If a driver works more than their monthly target (e.g., 160 hours instead of 140), the company owes the driver 20 hours.
• If a driver works fewer hours (e.g., 120 hours), the driver owes the company 20 hours.
• These adjustments accumulate and are balanced out over the year.

Hours are tracked automatically in TEQ, helping both planners and HR maintain accurate workload distribution.

Step 1: Set Up Timebank in Company Settings

1. Go to Settings → Company Settings.
2. Scroll down to the Default section.
3. Enter the default number of monthly hours (e.g., 140 hours).
4. Choose whether to Reset Timebank Balance Annually.
5. • If enabled, all balances reset at the start of a new year.
   • Ensure all payroll tasks are fully completed before year-end.

Step 2: Enable Timebank for a Specific Employee

1. Navigate to HR → Employees.
2. Open the employee card and click Edit information.
3. Set Payment type to:
   Fixed salary with timebank
4. Enter the employee’s monthly fixed salary.
5. Save your changes.

📌 Important: Changes only take effect from the start of the next month.

Updating Retroactive Hours

If a driver already worked a number of hours before Timebank activation, you can manually update their starting balance inside the employee card.

Step 3: Monitor Monthly Hours

Once Timebank is active:

• The employee’s monthly hours appear in the top right of their employee card.
• These numbers update automatically each month.

Step 4: Adjust Hours for Special Situations

Drivers may work fewer hours due to:

• Vacation
• Illness
• Reduced demand
• Seasonal variations

You can adjust monthly hours manually:

1. Open the employee card.
2. Scroll to the Payroll section.
3. Click View all months.
4. Set custom monthly hours in advance if needed.

Step 5: Timebank in Planning

When assigning drivers to trips, planners can now see:

• Hours worked this month
• Hours planned
• Total hours worked this year
• Worked in the last 8 days
• Total hours for the last week and last month

This information is available in:

• Planning → List View
• Planning → Visual Planner

This helps planners balance workloads and ensure compliance with timebank targets.

Step 6: Approving Hours for Timebank Employees

Drivers with Fixed salary with timebank follow the same approval process as any employee:

1. Go to HR → Timesheet
2. Review and approve hours

However → Approved Timebank hours do NOT go directly to payroll.
Instead, they move to the Finalize Months tab.

Step 7: Finalizing Monthly Timebank Hours

In HR → Finalize Months, you can:

• View total monthly hours per employee
• Close past months (locking them from further edits)
• Download all Timebank-related hours, including:

Export includes:

• Employee Name
• Employee ID
• Department
• Monthly Timebank Target
• Approved Trip Hours
• Adjusted Month Balance
• Accumulated Yearly Balance

🛠 Troubleshooting

Timebank hours are not updating

• Ensure the employee is set to Fixed salary with timebank.
• Check that changes were made before the next month begins.

I cannot edit monthly hours

• Past months may be locked.
• Check the Finalize Months tab for locked periods.

Employee balance looks incorrect

• Review approved hours in HR → Timesheet.
• Check for manual adjustments in the employee’s Payroll section.

Planning does not show Timebank hours

• Ensure the employee is active and has assigned trips.
• Refresh the Planning view.

Timebank reset didn’t occur

• Confirm the setting Reset annually is enabled.
• Reset applies only at the start of a new calendar year.

Still having issues?

• Contact TEQ Support with screenshots and employee details.