Employees
Overview
Clicking on "Employees" in the navigation bar opens the worksheet "Overview of employees". All employees of the company of the company, with the most important master data.
Important
The column "Managed" shows whether the employee profile is managed by the current user. However, managed in this case does not necessarily mean that full editing of the profile is allowed. Rather, it means that the employee profile is assigned to a group (e.g. team / department / branch) for which the current user is entered as group leader or assistant. The actual rights are derived from the rights of the currently logged in user.
Switch, Show active staff profiles: If this switch is set, only the active staff profiles are displayed. Employees who have already been terminated are hidden.
Switch, Assigned employees: If this switch is set, then only the managed staff profiles are displayed. This makes it easier to find the employees who can be edited.
The inline navigation is used for further navigation in the employee area.
The following actions can be carried out via the buttons at the bottom.
New : This button can be used to create a new employee.
Month-end closing : This button is used to carry out a month-end closing for one or more employees.
New time model : This button can be used to create a new working time model for one or more employees.
Terminate : This button takes you to a dialogue for terminating an employee.
Create new employee
Clicking on the "New" button opens a dialogue for creating a new employee.
The username is a unique name to identify the employee. In local systems, the In local systems, the username should correspond to the employee's login name in the company's Active Directory. In the cloud-based TimePunch, this is not necessary. There, uniqueness is sufficient. In the Full Name field, the employee's name can be entered in the scheme "First Name Last Name" or "Last Name, First Name".
If employees already exist who use the same working time models, these settings can be copied from these employees when they are created. To do this, fill in the field "Copy settings from".
If the new employee belongs to a certain team, department or branch, this can also be entered immediately.
Important: If new employees are created by employees with the right "Personnel management", the groups Team, Department and Branch should be set correctly. should be set correctly. Otherwise, it may happen that the employee created is not in the authorisation and therefore cannot be processed further.
Perform month-end closing
Clicking on the "Month-end closing" button opens a dialogue to perform a month-end closing for one or more employees.
The month-end closing is always carried out for the previously selected employees.
Important: A month-end closing can only be carried out if there are no open tasks for the period to be closed that could be affected by the cutter run during the night. that would result in a possible change due to the cutter run during the night.
If, for example, a time entry is edited in the month to be closed, it is necessary to check the frame and break times during the night before closing. be checked. Before this check, it is not possible to close the month, as this would prevent the times from being checked at night.
Undo month-end closing
To undo a month-end closing, it is not necessary to unlock all months via the "Unlock all" button. The recommended way is to set the month end to one month before the month to be opened. If, for example, February is to be edited, then the end of the month must be set to January. February is then unlocked for editing again.
Create new working time model
Clicking on the button "New time model" opens a dialogue for creating a new working time model for one or more employees.
An important piece of information at this point is from when the working time model should be valid. The daily working time is calculated on the basis of the selected working days and weekly hours. and weekly hours.
Important: If the checkbox "Employees are on short-time work" is selected, the weekly working time is set to "dynamic". This means that employees do not have a fixed working week, but can come in as needed. What is missing in working time within short-time work, is filled with the calculated short-time work. In this way, employees do not suffer any losses in their flexitime account. However, no overtime may be accumulated during overtime may be accumulated. Therefore, the flexitime account does not change during short-time work.
Set core time
Entering core working time is optional. If a core working time is stored in the working time model, the employees concerned and their superiors can be informed in the event of core working time violations. be informed in the event of core working time violations. The corresponding settings can be found in the programme settings.
Terminate employees
Clicking on the button "Terminate employee" opens a dialogue for terminating one or more employees.
Important: If the termination date is in the future, the employees will not be terminated immediately, but only on the date entered. This can be checked in the employee's profile. In the case of a planned termination, the termination date is in the future. On the day of termination, automated emails can be sent to the affected persons and managers. The settings for this can be found in the programme settings.
Edit staff member
By double-clicking (with return on the keyboard) on the employee's line, the profile of the selected employee is opened.
Depending on your own authorisation, less or more data can be edited.
Tip: In order for new employees to be able to log on to the system, it is necessary to set a start password for the employee. The password for an employee can be set in the "Administration" tab. By setting a password, any employees who have been blocked will be unlocked again.
Personal data
The personal data of the employee is defined in the first tab.
The personal data includes the personal data (personnel number, first and last name as well as the e-mail address). In addition, the country and federal state can be defined as the basis for calculating public holidays.
The team, department and branch affiliation defines the employee's membership in the various groups.
Note: The group displayed directly for the employee (team, department, branch) is the respective main group. The main group decides which leaders release the absence requests. Only group leaders/assistants in the respectively assigned main groups are asked for absence requests. All other group leaders are only informed about the absence.
Finally, the contractual details must be specified. Here, a distinction is made between "salaried with fixed salary", "salaried with hourly wage" and "salaried with hourly wage", "Employed with hourly wage (regular holiday work)" and a pure time recording without flexitime calculation.
The button "Select profile picture" is used to specify any JPG or PNG file as the profile picture. This picture appears when logging in and is used to visually distinguish employees.
Sensitive detail data
In the second tab "Details", sensitive data is displayed and edited. This data is only displayed to employees with the right "Personnel Management" and/or "Administration".
Working time regulations
In the "Working time regulations" tab, the settings regarding the working time model and overtime calculation are defined.
Note : This data refers to the current month and all subsequent months. If the public holiday setting has to be changed retroactively in If the holiday setting has to be changed retroactively in months that have already been booked, this is always done in the "monthly data" of the respective month.
Flexitime account
Under the heading "Flexitime account", overtime can be defined. This concerns first of all the so-called compensation regulations. I.e. it can be defined how many overtime hours are already included in the employment contract. Only after the fixed number of overtime hours overtime is counted as overtime and credited to the flexitime account.
If desired, overtime can be limited per month or in total.
limit monthly hours only : Employees may only build up a limited amount of overtime per month, but unlimited in total.
limit accumulated overtime : Employees may only accumulate a limited amount of overtime in total.
Any hours over the limit will either be discarded or automatically paid out if "Overtime over the limit is automatically paid out" is ticked.
Holiday calculation
In this section, the holiday regulations can be defined. The following settings are possible.
Calculation basis (days / hours) : The annual leave can be calculated in days or hours, as desired. If the working time model is regularly with whole and half days, the calculation basis in days is recommended, as this variant is easier for employees to understand. In the case of irregular working time models, calculation on an hourly basis is more accurate, as the leave account is only debited with the actual leave hours.
Holiday carried forward (beginning of month): In this section you can select the month in which the holiday is to be carried forward. In Germany, annual leave is usually credited at the beginning of January. In Austria, however, the rule is that leave is credited on the employee's entry date. credited on the employee's entry date. In this case, the month of the entry date can be chosen as the time to credit annual leave to the employee's leave account.
Remaining leave expires (end of month): The second setting defines when the remaining leave from the previous year expires. Here, too, there are different regulations in each company, ranging from Immediately to Never. The annual days of leave are the contractually days of leave specified in the contract. If employees do not start at the beginning of the year, the remaining leave days in the first year to date are to be must be defined in the "Entry data" tab.
Working time models
The current working time model is edited via the "Edit working time model" button.
Important : The weekly working time results from the working time model and cannot be changed in the profile.
Start of work : The start of work has no effect on the work to be done. However, in the absence of a manual sign-off by the employee, the following is calculated the theoretical time of deregistration is calculated from the start of work and the target hours.
Working time : This field contains the target hours to be worked on the defined day.
Working time credit/deduction : In this field, a daily working time credit or deduction can be defined. Depending on whether the time is entered in plus as a credit or negative as a deduction.
Posted as : This field defines whether a half or full day is to be deducted from the leave account when leave is booked.
Start and end of core working hours : If fixed core working hours are defined, they can be entered here. Core working hours are working hours at which employees must be present.
Dynamic target time
A dynamic target time can be stored in the working time model. This means that the daily target time is set equal to the actual working time. This can be useful if it is not known in advance how long employees are to work. This is very helpful, for example, in the case of short-time work.
The dynamic is activated by deleting the target time field completely. When changing to another field, the text "dynamic" is then displayed in the target time field (working time hours). the text "dynamic" is displayed. This makes the target time equal to the actual working time.
Salary payment
Depending on whether the employee works on the basis of a fixed salary or an hourly wage, the tab with the payment data for salary or wage is displayed.
The dialogue for payment based on fixed salary contains the monthly gross salary, as well as the employee's bank details.
Salary payment
This dialogue contains the payroll data if employees are paid by the hour.
In TimePunch, there are several ways in which wages are paid and according to which rules.
The wage paid is based on the target hours of the employee stored in the working time model. I.e. in a month with 31 days, the employee receives a higher wage than in a short month with only 30 or 28 days.
A fixed target number of hours is paid : The number of hours paid is always identical and fixed. This type of wage payment is often used by companies that always pay their employees the same number of hours.
A fixed number of hours is paid out until the lower limit is reached : This payment is identical to the previous one. The difference is, however, that the payment is only made until the overtime (or missing hours) have reached a lower limit.
The number of hours paid out is variable and depends on the employee's actual working hours. : If employees work more, these hours are credited to the overtime account. The overtime accumulated there can then be paid out manually at a later date or booked out as free time.
Payroll with regular holiday work
Paying hourly wages with regular holiday work means that holidays do not automatically count as days off. An example of this is employment as a shift worker.
Shift workers are allowed to take the working time released by the public holiday on a day other than the public holiday as special leave. Therefore, with this setting, the public holiday is displayed as a regular working day with the corresponding planned time.
Wage types
The wage types and bonus times used by TimePunch by default are created in the settings.
If the wage types used for an employee differ, then so-called specific wage types can also be stored directly for the employee. The tab "Wage types" is used for this purpose.
It is important that for empty fields or fields with a filled rectangle, the assignment from the settings is used.
Example 1:
The wage type "1200" is stored in the settings for the hourly wage. The wage type "hourly wage" is not filled for the employee. As a result, the hours are posted to wage type 1200 because the default has not been overwritten.
Example 2:
A night surcharge is set in the settings. These hours are posted to wage account 2000 in the options. The tick for night bonus has been explicitly removed for the employee. As a result, all employees receive a night supplement, except for the employee, for whom the tick for night bonus has been removed.
Example 3:
In the settings, no account is set for Sunday and public holiday. The employee, however, has an account for Sunday and public holiday. As a result, only the employee for whom an entry was found for Sunday and public holiday receives the Sunday and public holiday supplement. All other employees do not receive a supplement because the corresponding field was not filled in the settings.
Entry data
In the tab Entry data, the overtime, sick days and remaining days of leave accumulated up to the changeover to TimePunch are entered.
Even if an employee starts during the year, the remaining days of leave/ must be entered here. Example: The employee has an annual leave of 30 days, but starts in the company in July. In this case, 15 remaining days of leave for the first year must be entered in the entry data.
The same applies if employees still have remaining leave days and these are to be transferred to the start of TimePunch.
Administration
In the last tab "Administration", the authorisation of the employee is defined and the login password is set.
