Time recording with a flexitime account has been available in CrewBrain for some time. With the new logic for time recording, we now offer an optimized version that solves the following problems of the previous time recording:
This type of statement generally applies to all permanent employees, mini-jobbers, working students, etc. This usually includes all those who are bound to their company for a longer period by contract. Only freelancers are usually billed by hours and flat rates.
The configuration of the new logic for time recording with a flexitime account is largely identical to the previous one. If the new logic is selected in the statement period, the following information must first be provided:
There are three options for the flexitime account:
If changes are to be made to the time account later (e.g., for payments or similar), this can be recorded directly via the menu item "Time recording" as overtime payment. In these cases, no change to the statement period is necessary. The start value for the flexitime account should therefore only be set once and then carried forward permanently.
Select the definition of your break policy here, which you may have created previously under Administration > Time Tracking > Breaks.
If your break policy complies with the statutory German break regulations (30 minutes after 6 hours’ work and a further 15 minutes after 9 hours), you can apply this pre-set definition.
Select the capping definition here, which you may have created previously under Administration > Time Recording > Capping.
If you do not use capping, select the default definition ‘No capping’ here.
The calculation of target days works analogously to the calculation of flexitime, but here only the days (= bookings) multiplied by the billing factor are considered. These fields are only relevant if employees are employed on a daily basis instead of an hourly basis. Since only the recording of hours counts legally anyway, the target days are always only recorded and displayed additionally but not exclusively.
The most important innovation in the new logic for time recording is the wage components. These replace the previous surcharge logic but can also be used for other purposes. Wage components can either be stored individually for each employee or centrally as definitions in the administration (recommended variant, under Administration > Time recording > Wage components > Definitions). The wage components defined in the administration can then be selected for any employees and thus apply globally.
Before the first wage components are created, categories for these components should be created first (Administration > Time recording > Wage components > Categories). Any number of wage components can later be assigned to each category; these are displayed grouped in the statement and other places. Typical categories would be "Night work", "Sunday work" or "Official holiday work". If different surcharges apply and these are to be evaluated separately, it may also make sense, for example, to create "Night work 25%" and "Night work 40%" separately.
More details on configuring wage components can be found on the corresponding subpage.
Here you can set which time should be used to calculate the working time. A distinction is made here between actual times, i.e. the times actually recorded, and target times, i.e. the planned times. The following options are available:
In this section, it can be defined how the employee or freelancer is allowed to participate in the time recording (e.g., by manual recording or by clocking in at the time clocks).
The employee's time-off can also be stored in the statement period - in days per year or in hours per hour worked. If the latter option is selected, a vacation hour account is maintained, which increases with every hour worked and is reduced by vacation days. Watch our video short here.
Similar to the flexitime account, there is also the possibility to define a start value here. This can have various reasons:
Watch our short video here.
If a start value is set, it is used by the system as the actual value, regardless of the duration of the statement period. For example, no automatic reduction takes place if the period is later limited.
If changes are to be made to the holiday account later (e.g., for payments or similar), this can be recorded directly via the menu item "Time recording" as holiday payment. In these cases, no change to the statement period is necessary. The start value for the holiday account should therefore only be set once and then carried forward permanently.
Here you can enable tracking of compensation days. A compensation day is counted for every Sunday or holiday on which work was performed. An additional time-off account allows you to reduce this count. The required time-off category must be created manually, if necessary, using the “Compensation Day” time account. (Administration > time-off & Absences > Categories).
Watch our short video here.
The time off account for compensatory days is visible to the employee or to users with the appropriate permissions under the Time recording menu item.
If compensatory days already exist, they can be entered with the corresponding starting value.