The year-end closing of the working-time account

After twelve monthly closings comes the big one, once a year: the year-end closing, which carries overtime balances over into the following year.

Prerequisites and process

The "Year-end closing" button in the sidebar under Time Tracking → "Month-end closing" tab is only active when the selected month is December ("Year-end closing is only available in December"). The dialog explains: "Closes the year for all employees whose required months are all closed. The carryover is transferred to the following year (capped where applicable per the overtime policy)."

Before you click, the preview table shows, per person, "Year-end balance / Limit / Carryover / Forfeiture / Status": "Ready" means all months of the employment period are closed; with "Open" at least one is still missing ("{n} month(s) not yet closed") — that person is skipped and can be closed individually once the missing month has been caught up. Gantway automatically accounts for mid-year joiners and leavers. By default, Admin and Planner may trigger the closing.

The capping

If the year-end balance exceeds the "Annual carryover limit (hours)" from Settings → "Working Time Model" (card "Overtime policy"), it is capped to the limit and the remainder is forfeited. The preview warns: "Overtime will be capped for {n} employee(s) (limit: …)." If the field in the settings is left blank, it says there: "No limit — all overtime is carried over." Negative balances are always carried over in full — minus hours do not forfeit.

Impending forfeiture is, incidentally, visible beforehand in the time-account tab — plenty of time to take overtime off.