Home Timekeeping, remote work and overtime
Techvify Software · Decision 2205/2026/QĐ-TVF

Timekeeping, remote work and overtime

Everything on this page comes from the signed decision. It replaces the old rule that converted missing hours into annual leave. Read the five numbers first — they decide whether a day counts.

Download the signed decision (PDF) Decision 2205/2026/QĐ-TVF · signed 22/05/2026
The five numbers that decide a working day
07:30
minimum per day
Actual time in the office, lunch excluded. Below this, the day is docked.
03:30
minimum · morning shift
Check-in to 12:00. Short of it, top up from 13:00 until it is met.
04:00
minimum · afternoon shift
13:00 to check-out. Short by one minute costs half a day.
09:30
the hard cut-off
Check in after this and the whole morning shift is lost — the day counts from 13:00.
03
days · every deadline
Filing a form, approving it, reporting a data error — all run on the same three-day clock.
One working day

Official hours are 08:30–12:00 and 13:00–17:30. Around them sits a flexible window: you may check in any time from 07:30, and check out up to 18:30, as long as the shift minimums are met.

Check-in window
Check-out window
Official · morning
12–13
Official · afternoon
07080910111213141516171819
Flexible window Official hours Lunch, excluded
07:30 — earliest the system records. Arriving at 07:10 still reads 07:30.
09:30 — check in after this and the morning shift is gone.
16:00 — earliest check-out, and only if the minimums are met.
18:30 — latest the system records. Beyond it, file an OT form.
Check in: 07:30 – 09:29Check in before 07:30 and the system still records 07:30.
Check out: 16:00 – 18:30Matched to the check-in you chose. After 18:30 the system records only up to 18:30.
Check in after 09:30The day is counted from 13:00 only. The entire morning shift is not credited.
12:00 – 13:00 is removedThe system takes lunch out automatically; it never counts toward actual working time.
07:30 is a floor, not a targetIt is the minimum presence threshold. If the work is not done, you are still responsible for finishing it.
Miss a shift minimum → 0.5 dayIf either the morning or the afternoon shift falls short, the whole day is recorded as half a day.
The company works a 44-hour week, Monday to Saturday morning. You are encouraged to finish your work Monday to Friday; Saturday morning is worked only when the job requires it and your department head assigns it. Some projects may run their own hours with Board approval.
Check a day

Enter a check-in and check-out time. This applies the rules in 5.2 exactly as written; it is a reading aid, not the payroll system — My Techvify remains the record of truth.

→
Try an example from the decision:
The six worked examples from the decision
1Full hours — nothing docked✓Full day
08:00→17:00
(12h–8h) + (17h–13h) = 04h + 04h = 08h

Meets the requirement.

2One minute short — half a day gone½0.5 day docked
08:30→16:29
03h30 + 03h29 = 06h59

The afternoon shift misses the 04h00 minimum, so the day counts as 0.5.

3Early in, out exactly at the minimum✓Full day
07:30→16:00
04h30 + 03h00 = 07h30

Meets the minimum, nothing docked — but you are still responsible for finishing your work before leaving.

4In after 09:30 — morning shift lost½0.5 day docked
09:45→18:30
13:00 → 18:30 = 05h30

The whole morning is lost, so the day cannot reach 07h30 → half a day docked.

5No afternoon, no leave form½0.5 day docked
08:00→12:00
04h00 + 00h00 = 04h00

Nothing in the afternoon and no absence form → 0.5 day docked. If there was a reason, file a half-day form under 5.4.

6Approved half-day, but the other half falls short½0.5 day docked
09:30→11:45
09:30 → 11:45 = 02h15

Afternoon half-day is approved, but the morning shift misses 03h30 → 0.5 day docked. Working until 13:15 would have met it.

Reading note from D3 — not part of the decision. Examples 2 and 3 only reconcile if the day is judged on total actual time: example 3 has an afternoon shift of 03:00, below the 04:00 minimum, yet is recorded as a full day because the total reaches 07:30. The calculator above therefore tests the 07:30 total and reports the shift minimums separately. Example 6 also states that 15 more minutes would reach 03:30, which does not follow from 02:15. If your case sits on one of these edges, confirm with HR rather than relying on this page.
Remote work

A remote day is recorded as a full working day — but only when it is approved and when your participation is visible.

1
File on My TechvifyBefore the remote day, or at the latest within 03 days after it.
2
Department head approvesThey may refuse if the nature of the work does not suit remote.
3
Participation is the evidenceRecorded from actual work data and activity on Microsoft Teams, Slack, Daily Report or the project's work-management tools.
4
Same quality as in the officeYou are responsible for staying reachable and for work quality equivalent to working on site.
D3 department rule

When D3 approves a remote day

This is D3's own condition on top of the company decision, not part of 2205/2026/QĐ-TVF. Remote is an exception at D3, not a routine option.

AForce majeure

Natural disasters and other abnormal events outside our control — storms, flooding, an incident that makes coming to the office unsafe or impossible.

For example
A major storm or floodingThe road at your door is dug up for public worksSomething unsafe on the way inAn infrastructure failure that cuts off travel

Illustrations, not a closed list. Anything genuinely outside our control counts; tell your supervisor as early as you can.

BA short-term personal situation

Something unexpected and temporary that stops you coming in. Approved only when both conditions below hold — both, not either.

Both must hold
  • Billable time or a clear value outputThe remote day — or each of them — must produce billable time or a clearly identifiable output, confirmed by your supervisor (Mr. Hưng in our team).
  • Reachable at all timesYou stay contactable throughout working hours — not only responsive eventually, but reachable when someone needs you.
For example
A close relative is seriously ill and needs you nowAn unexpected family matter that dayA problem at home you have to be there for

Illustrations, not a closed list. Whatever the reason, the two conditions above still have to hold.

Absence forms — deadlines and what happens if nobody answers

You may file for any future date without limit, or at the latest within 03 days after the absence. A form filed later than that is not accepted at all.

The department head approves or rejects within 03 days. Past that, the system decides for them — and what it decides depends on the type of form.
Form type If not answered in 03 days What that means for you
Annual leave✓Auto-approvedNothing further to do.
Certified sick leave✓Auto-approvedNothing further to do.
Unpaid leave✓Auto-approvedNothing further to do.
Paid absence✕Auto-rejectedThe day is then handled under 5.2 — i.e. docked like any shortfall.
Overtime (OT)✕Auto-rejectedSee the OT section below — a written explanation is then required.

My Techvify notifies you as soon as there is a response, or when a form is auto-rejected.

Overtime (OT)
Working more than 08 hours a day is still just one full working day. The extra hours only become paid OT if an approved OT form exists.
Work beyond 08h actualOT is only recognised once you have completed 08 actual hours.
File within 03 daysOn My Techvify, within 03 days from the day the OT happened.
Approved within 03 daysThe department head must approve within 03 days of the form being created.
Otherwise auto-rejectedPast 03 days with no response, the OT form is auto-rejected.
Recoverable by written explanationLate forms, or forms auto-rejected because approval was slow, need a written explanation to the department head and HR. If accepted, the OT is added to the next month's payroll cycle.

OT entitlements follow labour law and current internal policy.

When the timekeeping data is wrong
The system tells you the next working dayIf it detects a missing check-in or check-out, or hours below the minimum, it notifies you automatically.
You have 03 days to respondReply to Admin within 03 days at most. After that, whatever data exists is locked in and applied.
Device failureIf the device did not record you, contact Admin with evidence of presence — a photo, an email, a timestamped system log.
Who does what
Every member
  • Check in and out in full, every day worked at the office. The system records actual presence only — stepping out for personal reasons is not counted.
  • File leave, sick leave, maternity, remote and OT forms within the 5.4 deadlines.
  • Watch your timekeeping data on My Techvify and report discrepancies within the deadline.
Department head
  • Approve or reject absence forms within 03 days; past that the system decides automatically.
  • Monitor the department's timekeeping and propose improvements.
  • May delegate approval of leave, OT and absence forms to one or more Team Leads for an assigned group on My Techvify — while keeping the right to approve, intervene and withdraw the delegation.
Project team (ITS)
  • Resolve technical incidents promptly and improve the system as HR proposes.
HR
  • Check and reconcile timekeeping data monthly.
  • Require department heads to complete their data before the cut-off.
  • Close the timesheet, the leave sheet and payroll each month.
  • Propose changes to the rules and the tooling as the company evolves.
  • Work with ITS on technical faults and data discrepancies.
HR Director
  • Approve the company-wide timesheet and payroll before Accounting pays out.
Also worth knowing
The annual-leave conversion is abolishedConverting missing hours into monthly annual leave under Decision 0105/2025/QĐ-TVF (09/04/2025) applied until 31/05/2026 and is abolished from 01/06/2026.
Access-control breaches go to ISMSBreaches of Article 10 "Entering and leaving the workplace" (15/04/2021) are handled by the ISMS function, not by this decision.
My Techvify sign-inSign in with the Azure AD account the company issued you ([email protected]).
This page summarises the signed decision. Where the two differ, the PDF governs. Open the PDF