Configure Time Accounts and worktime types (optional)

Objective

Time accounts are used to manage flexible working hours on a daily, weekly or monthly basis. Each type of working time can be accumulated in different time accounts, which can be configured in detail. In this way, working times (e.g. overtime, night work, etc.) can be processed according to country or industry-specific standards or regulations from employment contracts.
 
We recommend the use of time account configuration templates, as these can be applied to multiple employment contracts and employment contract templates, saving time when setting up an employee in the system.

For example, Time Accounts can be used to collect Overtime in the System and create the respective Leave Entitlements:


Process

HR Manager
Activate time accounts function
HR Manager
Set up time account configuration templates
HR Manager
Set up time accounts for employees

Prerequisites

Click Through

  • Start in HR HUB
  • Navigate to Settings in the lower left corner
  • Click on Time Account Configuration Templates
  • Click +New
  • Complete the fields in the Accumulation Settings as follows:
    • Source Field for Accumulation: the total sum of measured time will be based on this field. This can be any field from the Daily Summary, such as Overtime
    • Time Unit: Specify here the time unit on which the calculation of the time account will be based
    • Collection Period: Specify whether the collection period is daily, weekly, or monthly
    • Maximum Accumulation Per Period: Here you can define an upper limit for the time accumulation
  • Fill in the Thresholds For Positive Amounts as follows:
    • Threshold Period: You have the possibility to define a threshold for the time account. Only when the threshold value (in minutes) is exceeded, the time is accumulated
    • Threshold: enter the duration of the threshold value period in minutes
    • Include Threshold In Accumulation: If the threshold is included in the accumulation, it will be accumulated after it is exceeded. If the threshold is not included in the accumulation, the count will start after the threshold is exceeded
  • Fill in the settings for Resulting Leave Entitlements as follows:
    • Absence Type For Positive Amounts: specify here the absence type with which the leave entitlements resulting from the time accumulation are to be created
    • Process Negative Amounts: Here you can decide whether negative totals should be disregarded (set toggle switch to "No") or whether they should be processed ("Yes")
  • Now you can set up Time Accounts for employees
  • You can find the time account configurations in an employee's Employment Term
  • Click on +New time account configuration
  • Click on Time Account Configuration Template and select an existing one
  • Once you have created time account configurations, the contracts associated with them have been set valid, and the employee clocks in his/her working time, time accounts are created
  • To view Active Time Accounts:
  • Navigate to Time Accounts under Time & Attendance in HR Hub
  • Open any record
  • You will see the Time Account for the recording period
  • To view the Absence Entitlement created by the Time Account:
  • Click the Linked tab
  • Navigate to Absence Entitlements
  • Negative Absence Entitlements: If the "Process negative amounts" field of the time account configuration is set to "Yes", then negative absence entitlements are generated

Hint

  • To keep the system load low, please only select fields that you will also use for your time account. If you know that you will never calculate a time account for night work, for example, do not check the corresponding field.
  • If you have created a time account configuration with one of these fields and later uncheck it in the backend of the system while the time account configuration is still active, we cannot guarantee that the data is up to date and correct.
  • Please note that it is not possible to create 2 time account configurations for one employee with both the same source fields and negative absence types. Here, the options e.g. "Overtime minutes" and "Overtime hours" count as the same source field.
  • Negative Absence Entitlements: when a negative absence entitlement is created, the system's offset functionality is triggered. This means that the negative entitlement is offset by an existing positive entitlement. If there is no positive absence entitlement with the same absence type when a negative entitlement is created, the system offsets these entitlements with the next available positive entitlement.
  • This graphic visualizes how the definition of a threshold and of a maximum accumulation per period work.

Recommendations

  • Here you can find a complete list of fields on the basis of which time accounts can be created: List
  • On this page you can find a tutorial on how to configure Time Accounts specifically for Overtime and Excess Hours according to Swiss Standards.

Result

After you set up the Time Accounts for your employees, you will have the following view (Example shows Time Account for  Overtime):

 

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Tips & Tricks

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