Time account from contract to payout
How contract, work time pattern, shifts and individual times become a time account with overtime, and how corrections and payouts work
Situation
A technician works 39 hours a week under a collective agreement. She is assigned to shifts, has office days without a shift, stays longer on performance evenings and should be able to see her overtime at the end of the quarter, reduce it or have it paid out.
People and permissions
| Who | Does | Needs |
|---|---|---|
| HR administration | creates contract and work time pattern and assigns them | HR administration, shift settings |
| Shift planning | assigns shifts and enters individual times | Plan shifts, Manage availability of others |
| Employee | sees her figures, requests corrections | View own roster |
| HR administration / management | books adjustments, pays out overtime | View hour accounts, Pay out overtime |
Workflow
Create contract and pattern in the shift settings: a User Contract (vacation days, days off, overtime rule, reduction deadline) and a Work Time Pattern with the daily target per weekday. Work time patterns & contracts
Assign them to the person under Contract & working hours, each with a validity period; a planned change (for example to part-time) can already be entered in advance. Contract & working hours
Record work: shifts in the duty roster count automatically; office days, training or working from home are entered as Individual times, recurring ones also as a series. Individual working times
Nightly calculation: every night, artwork calculates target, actual and balance for the previous day. Vacation and sickness are target-neutral, special days reduce the target. The employee sees the result under My key figures. My key figures
Correct: stayed longer? The employee requests a work time change on her shift; planning approves or declines it. For times without a shift, HR administration books an adjustment in the time account (add or deduct hours, with night hours). Requesting a working time correction · Work times
Reduce or pay out overtime: the overtime account shows open hours and their deadline. Whatever is not reduced can be booked out with Pay out overtime. Overtime · Paying out overtime
Keep the rules in view: working time rules (rest periods, weekly maximum, free Sundays) check the planning continuously; violations and substitute days off appear in the duty roster and in the overview. Rules & violations
Pitfalls
- Target shows "–" and "Work time pattern missing": no pattern is assigned to the person, or it does not apply to this period.
- Actual differs from the duty roster: a person's individual shift times count instead of the shift time; an approved time adjustment replaces them.
- Public holiday without target reduction: the holiday is not marked as a special day, or the contract does not have the special day rule active. Special days
Variants
- Three-month average instead of daily target: contracts can calculate the target over a compensation period. Three-month average
- Month-end closing for a whole craft: the Excel work time overview per craft lists target, actual and balance of all people in a craft per month. Working time overview per craft
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