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.
CrewBrain is able to automatically deduct breaks if the legal minimum was not reached by the employee for a day. The new logic can also correctly calculate this break deduction for shifts over midnight. The default setting is the currently valid regulation in Germany (30 minutes from 6 hours of working time and another 15 minutes from 9 hours).
The break deduction should in no way replace the recording of breaks by the employees. It is only intended to encourage employees to record breaks properly, since "saving" breaks does not benefit them. Nevertheless, the exact (and employee-recorded) proof of breaks is legally indispensable and should not be replaced by the automatic break deduction. In addition, automatically deducted breaks cannot be taken into account when calculating wage components (surcharges) because the system does not know when the break took place.
Here, the break is not deducted completely immediately after 6 hours and one minute of working time, but the next minutes count towards the break until the threshold is reached.
In this variant, half an hour break is completely deducted from 6 hours and one minute of working time.
There are two variants of capping, one daily and one monthly. The daily capping can be used, for example, to limit the working time to 10 hours per day. Here, as with the break deduction, it should not be used as a standard but only as an exception to encourage employees to comply with labor law regulations.
For the monthly capping, there are three different variants. In addition to capping at a maximum number of overtime hours (= flexitime), there are two variants of fixed capping. One works on a monthly basis and thus caps the overtime hours from the current month at most, while the other works on a flexitime basis and thus reduces the flexitime balance over several months even if less was worked in those months but there is still a time credit from previous months.
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. Similar to the flexitime account, there is also the possibility to define a start value here. This can have various reasons:
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.