Attention: For new clients and new employees, only the new logic for time recording with a flexitime account is available. See here Time recording with flexitime account (day-based - new logic)
In the base data under "Statement, time recording and holiday periods" you can choose different variants of time recording for your employees, each of which reflects the employment contract. Choose "Time recording with flexitime account" mainly for permanent employees, because the recording of a flexitime account is only possible for such employees. For freelancers and subcontractors, this type of statement is limited to pure time recording with breaks and possible surcharges.
Under Base data > Employees > Statement period you first enter the validity of the statement period in addition to the above-mentioned type of statement. The current date is set by default. Since changes also affect past statements, please create a new statement period if changes are only to be valid from a certain date. The changes are visible in a history log.
Check the days on which the employee works. Regardless of this, the employee can be booked for any day or record working hours. This only concerns how many days per week target hours should be calculated. So if someone works full-time, target time should be calculated on five days a week (usually Monday to Friday) (for full-time usually 8 hours per day).
Enter a monthly salary or hourly wage.
Enter here the hours that are to be worked according to the employment contract per day, week or month. For weekly hours, the specified hours are deducted weekly. For the classic 40-hour week with 5 working days, we therefore strongly recommend to keep the setting at 8 hours per day. For monthly fixed hours, you can check "divide into working days". Then the system calculates, depending on how many working days a month has, how many hours per day have to be worked. If this box is not checked, the target times per day are calculated with 0 hours. This means that the employee builds up flexitime all month long and the working hours stored in the system are only deducted at the end of the month, because the system only then knows how many target hours should have been worked. The division into working days thus also offers the employee a better overview of his flexitime account.
If different target hours per weekday are to be calculated for an employee, click "divide working days" when entering the working hours per day. Now you can define the corresponding target hours per weekday. The calculation of holidays and official holidays is done accordingly.
Enter here the hours per day that should be calculated in case of holidays, sickness or on official holidays. Note: if the working hours per day are calculated, it makes sense to set this value to 0 here. Otherwise, hours will be deducted from the flexitime account in case of excesses (e.g. night work on an official holiday). If the hours are calculated per month, you should enter the desired value here. Otherwise, the hours in the cases mentioned above will not be credited.
Optionally, the average working time of the last 13 weeks can also be used for the calculation. Contractually agreed minimum hours can also be stored. If the current average is below these hours, the value of the minimum hours is automatically calculated. Please note that when switching to this calculation, a new statement period should be created.
If you want to keep a flexitime account, select "Continue flexitime from previous period" for new employees. If you have made changes to the statement for an employee, you can enter a start value here, which results from the flexitime hours worked so far.
Here you can specify whether and how long a break must be taken after a certain working time. If you check "Automatically deduct breaks", these breaks will be automatically deducted from the working time, even if they are not recorded by the employee himself. Since automatically deducted breaks cannot be assigned to a specific period, they cannot be taken into account for wage components that relate to a specific period.
In general, the automatic deduction of breaks is only an aid to comply with the statutory breaks. The employee should better actively record his breaks.
The default setting here is the legal regulation according to §4 of the German ArbZG. Please note that other regulations may apply for other countries.
If you enter a daily capping after e.g. 10 working hours per day, the working hours beyond that will not be credited to the flexitime account.
If you have agreed with your employee that a certain number of overtime hours are compensated with the salary, these can be automatically deducted here at the end of the month. On a flexitime or monthly basis. On a flexitime basis, the flexitime account is generally considered. So it can also be capped if you have not collected flexitime hours in this month, but in the months before. On a monthly basis, only the overtime of the respective month is considered. In both cases applies: if the employee has less overtime, it is capped at most to 0, if he has more overtime, it is reduced by the hours specified here.
With the capping to max. hours per month you can cap the flexitime balance of your employees here at the end of the month to a fixed value. If the balance of the employee is lower than the value specified here, no capping takes place.
With the quarterly capping, the overtime of the employees can be contractually fixed to a certain maximum value per quarter.
If an employee has to work a certain number of days per month according to the contract, this can be recorded here. Target days work like target hours, as a second flexitime account.
Parallel to the target and actual times, working days can also be counted here for employees based on work, travel and off-days and the billing factor. If this feature is not to be used, the value can be left at 0.
If you have made changes to the statement for an employee, select "Continue target days from previous period". For new employees, enter a new start value for the target days.
If you pay surcharges, you can determine the amount of the surcharge here, which is then taken into account by the system in the statement.
If you pay surcharges for night work, you can define the period intended for this here. This is then displayed separately in the time recording.
You can also specify here how the surcharges should be paid out. As "tax-free surcharge" or as "credit to the flexitime account".
Here you can decide how employees can record their times. Manually or via time clock. For subcontractors, time recording is only possible manually.
Enter here how many days of holiday the employee has per year, whether this should be calculated according to calendar or working year and when it expires if applicable. For a new employee, create a new holiday account. If you have made changes to the statement for an employee, you can enter a start value here, which results from the remaining holidays.
If your employees should only be available in certain periods, you can store them here. The employees can then only be requested for events that lie within the periods specified here.