Initializing Employees' Time Accounts

1. Initialize Time account

2. Reset initialization

1. Initialize Time account

To set up the time & vacation account, go to the "Time Account". There you select the relevant user and choose "Initialize time account".

1.1. Working time

In the area "Working time" you now define the following data:

1.1.1. Work schedule model

Here you select the work schedule model that you have previously defined for the employee concerned in the "Administration/Work schedule models" menu.

The work schedule model with the defined weekly working time and the target time per day is the basis for timr to automatically calculate hour and vacation balances.

Based on the work schedule model, public holidays or paid absences such as sick leave are also automatically and correctly accounted for in timr.

An example: If you have specified 8h target time on a Monday in the work schedule model and the employee is sick on a Monday, 8h paid absences are automatically shown on the time sheet if "sick leave" is recorded on that day.

1.1.2. Monthly overtime allowance

If overtime allowance has been defined in the employment contract, you can specify it here or choose All-In as an option.

If no overtime allowance or all-in has been agreed with the employee, simply leave these fields blank or set the value to 0.

1.2. Vacation/holidays

Here you enter the employee's vacation account details.

1.2.1. Unit of vacation account

Define whether leave is managed in days or hours in the leave account.

Basically, it makes no difference whether the leave account is managed in hours or days. The leave entitlement in hours is the same as in days. However, if an employee changes the work schedule model (that is, increases or decreases the weekly working time), it is easier to adjust the leave entitlement accordingly if the leave account is managed in hours.

If you select "Hours", the vacation entitlement in the field "Vacation per year" is still given in days. However, the actual leave entitlement is then calculated in hours, based on the daily average of the weekly working hours. For example, if an employee has a 5-day week in which he works 8:30 hours at MO-DO and 6 hours at FR, the daily average value is calculated from these working times (in the example given, 8 hours). If an employee has 25 days leave, the leave balance 25x8 = 200 hours is initialized.

Caution: Before setting up the time account, you should carefully consider which unit (hours or days) makes sense for the employee. The unit is selected before the time account is initialized and cannot be changed after initialization!

1.2.2. Vacation per year

Here you enter the employee's general annual leave entitlement.

1.2.3. Yearly vacation start

Specify the start of the leave year.

The start of the leave year is usually either 01.01. or the employee's entry date.

1.2.4. Holiday calendar

Enter the public holiday calendar valid for the employee here.

Note: You create and edit public holiday calendars in the menu "Administration/Holidays".

1.3. Start balance

In the last step of the initialization you determine when the time & vacation account with automatic calculation of the hours and leave balance should be started.

1.3.1. Balance by

For "Balance by", select a date on which you specify the hours and vacation balance for starting the time account.

ATTENTION: The date of "Balance by" must be the day before the date on which you want to start the time account.

For example, if you want to start the time account on 1.1.2018, select 31.12.2017 for "Balance per".

1.3.2. Balance time account

For Balance time account, enter the plus or minus hours that the user has at the start of the time account. Of course the employee can also start at 0. For a new employee you also enter 0 hours here.

1.3.3. Balance vacation account

For Leave account balance, enter the remaining leave entitlement that the user still has from the time the time & leave account is initialized until the end of the current leave year.

Complete the configuration with "Initialize time account".

2. Reset initialization

If, after setting up the time account, you discover that you have not entered the hours or leave balance correctly, you can also reset the initialization again.

To do this, click on the editing icon next to the initialization in the time & vacation account. Choose "Delete" here.

You can then set up the time & vacation account again as described above under 1.

Note: If you have already created a month-end closing (balanced a period), you must first also reset (= delete) it in order to delete the initialization.

A note: Deleting the initialization has no direct effect on time entries that have already been entered, but only affects the the hours and vacation balance at the start of the time account.