Time Tracking

Time tracking allows employees to record their working hours. The payroll department can define working time models and conditions and thus use the working times recorded by employees for payroll.

Dashboard

The time tracking dashboard is available to users who are entered in the “Time Tracking” role in the personnel file configuration and are either personnel file administrators or have change access in at least one personnel file shelf.

The dashboard is divided into the following areas:

• Recently Used Personnel Files
  Shows the personnel files last used by the user.
• Personnel File Shelves
  Personnel file shelves are used to manage personnel files and to define access rights. For more information, see chapter “Personnel File Shelf”.
• Working Time Models
  Shows the defined working time models.
• Salary Agreements
  Shows the defined salary agreements.

Note: Time recording for employees is done via the “Personnel File Access” dashboard.

Actions

You can perform the following actions:

• Create Working Time Model
  As a personnel file administrator, you can create new working time models using the “Create Working Time Model” action. For more information, see chapter “Working Time Models”.
• Create Salary Agreement
  As a personnel file administrator, you can use the “Create Salary Agreement” action to create salary agreements. For more information, see chapter “Salary Agreement”.
• Switch to Configuration
  You can use the “Switch to Configuration” action to display the personnel file configuration.
• Settings
  You can use the “Settings” action to define general properties of the time tracking dashboard (e.g. the logo or the notification setting).

Working Time Models

The following fields are available:

• Name
  The name of the working time model.
• Usable
  Determines whether the working time model can still be used.
• Type of Working Time Model
  Defines the type of working time model (e.g. flexitime).
• All-In
  Defines whether it is an all-in working time model (affects monthly statements).
  Note: The property is only changeable while the working time model is being created.
• Flexitime Period
  Defines the flexitime period (month, quarter or year) for flexitime. If “Year” is selected, the start of the flexitime period must be specified.
• Warning for Time Credit From
  Defines the time balance at which a warning will be issued.
• Transfer Time Balances to the Next Flexitime Period
  Defines whether time balances are carried over to the next flextime period in the case of flextime.
• Maximum Transferable Negative Hours
  Defines the maximum transferable minus hours to the next flexitime period.
• Maximum Transferable Positive Hours
  Defines the maximum transferable plus hours to the next flextime period.
• Time Credit for Starting and Stopping
  Defines the time credit at the start and end of time tracking.
• Workday
  Defines the working hours per working day. A working day can also be entered more than once, for example, if work is done differently in even/odd weeks (can be defined via the Condition field).
  • Workday
    Defines the working day (Monday to Sunday).
  • Fictitious Normal Working Hours
    Defines the fictitious normal working time (From, To) for flexitime.
  • Normal Working Hours (in Hours)
    Shows the normal working time in hours based on the fictious normal working hours.
  • Core Hours
    Defines the core time (From, To) for flextime.
  • Breaks
    Defines break times (duration, time period, mandatory break). If a break is marked as mandatory, it will be automatically deducted if no break was recorded in the specified time period.
  • Condition
    Defines an app.ducx expression that can be used to determine the valid working time definition in case of multiple entries of the same working day.
• Include Breaks in the Calculation of Normal Working Hours
  Defines whether the breaks of the working days should be included in the normal working hours, regardless of whether the break is mandatory or not.
• Normal Weekly Working Hours
  The weekly normal working hours are used to calculate the target working hours.
• Flexitime Frame
  Defines the flextime frame per workday (From, To).
• Overtime According to Daily Working Hours
  Defines after how many daily working hours overtime is accrued.
• Overtime According to Weekly Working
  Defines after how many weekly working hours overtime accrues.
• Maximum Daily Working Hours Without Breaks
  Defines the maximum daily working time after which a break must be taken (e.g. 6 hours).
• Break After Daily Maximum Working Hours
  Defines the minimum required break after reaching the daily maximum working time.
• Maximum Daily Working Hours (Excl. Breaks)
  Defines the maximum daily working time without breaks (e.g. 11 hours).
• Maximum Weekly Working Hours (Excl. Breaks)
  Defines the maximum weekly working time without breaks.
• Maximum Weekly Working Hours in Weekly Average (Excl. Breaks)
  Defines the average period in weeks and the number of hours that should not be exceeded during this period. In addition, it is possible to specify the number of hours above which a warning is sent.
• Overtime Divider
  Defines the overtime divider.
• Hour Divider
  Defines the hour divider.
• Target Working Hours
  The target working time is calculated individually for each employee from the overtime payment. Defines the overtime surcharge and the cap on covered overtime per month.
  Note: The property is only shown if the working time model is "All-In".
• Covered Overtime per Month
  Defines the number of overtime hours covered by overtime pay per month.
  Note: The property is only shown if the working time model is not "All-In".
• Rest Period Between Two Working Days
  Defines the minimum rest break between two working days.
• Rest Period on Weekends
  Defines the minimum rest break on weekends.
• Rest Period on Holidays
  Defines the minimum rest break on public holidays.
• Rest Period on On-Call Service
  Defines the minimum rest break for on-call service.
• Overtime Surcharges
  Defines the available overtime surcharges. In the condition, an app.ducx expression can be used to define how the surcharges are to be used in the overtime payroll.
• Overwrite Minimum Salaries According to Salary Agreement
  Overwrites the minimum salaries according to the salary agreement using an app.ducx expression.

Salary Agreement

Collective salary agreements are used to set minimum salaries for employees. These minimum salaries are used to calculate covered overtime.

The following fields are available:

• Name
  The name of the salary agreement.
• Normal Working Hours per Week (in Hours)
  Defines the normal working hours per week (e.g. 38,50).
• Rankings
  Defines the rankings.
• Minimum Salaries
  Defines the minimum salaries per ranking with an effective date.
  • Name
    Defines the name of the minimum salary.
  • Valid From
    Defines from when the minimum salary definition is valid.
  • Valid Until
    Defines until when the minimum salary definition is valid.
  • Minimum Salaries per Ranking
    Defines the minimum salaries per ranking.
• Overwrite Holidays of the Holiday Table
  Allows to overwrite or redefine holidays of the holiday table.

Personnel File

Time recording enhances personnel files as follows.

Properties

The following time recording-specific fields can be found in the properties of personnel files:

“Salary” tab

• Current Gross Salary
  Shows the current gross salary (according to the salary history).
• Salary Agreement
  Shows the current salary agreement (according to the salary agreement history).
• Current Ranking
  Shows the current ranking (according to the salary agreement history).
• Current Minimum Gross Salary
  Shows the current minimum salary (according to the salary agreement history).
• Salary History
  Defines the gross salaries in the context of a validity period.
• Salary Agreement History
  Defines the salary agreements and rankings in the context of a validity period.

“Working Hours” tab

• Current Week (Actual Working Hours (Incl. Surcharges))
  Shows the actual working hours incl surcharges of the current week.
• Current Month (Actual Working Hours (Incl. Surcharges))
  Shows the actual working hours incl surcharges of the current month.
• Last Week
  • Actual Working Hours (Incl. Surcharges)
    Shows the actual working hours incl. surcharges of the last week.
  • Working Hours
    Shows the normal and target working hours and the actual hours covered of the last week.
• Last Month
  • Actual Working Hours (Incl. Surcharges)
    Shows the actual working hours incl. surcharges of the last month.
  • Working Hours
    Shows the normal and target working hours and the actual hours covered of the last month.
• Current Weekly Working Hours in Weekly Average
  Shows the current weekly working time as a weekly average.
  • Calculation Period (in Weeks)
    Shows the calculation period in weeks (according to the working time model).
  • Current Weekly Working Hours in Weekly Average (Actual Hours)
    Shows the actual working hours of the current weekly working time as a weekly average.
• Residual Leave (in Days)
  Defines the number of residual leave days.
• Current Working Time Model
  Shows the current working time model (according to the working time models field depending on the validity date).
• Start Time Tracking From
  Defines the start of time recording.
• Working Time Models
  Defines the working time models in the context of a validity period.
  Note: Only working time models that have the "Usable" setting activated can be added.

“Working Hours Calculations” tab

• Current Flexitime Period
  Shows the start and end of the current flexitime period as well as the current time credit and the difference hours to the normal working hours.
• Last Settled Flexitime Period
  Shows the data of the last settled flexitime period.
• Flexitime Periods
  Shows the flexitime periods. The “Record Overtime Payment” button can be used to record the overtime payment.

“On-Call Services” tab

• Unpaid On-Call Services
  Shows the total of unpaid on-call services.
• On-Call Services
  Defines the on-call services.

“Revoked Time Locks” tab

Defines the revoked time locks during which time recording is normally not allowed.

Actions

You can perform the following actions:

• Record Working Hours Subsequently
  Using the “Record Working Hours Subsequently” action, you can manually record the working time for a working day subsequently.
• Record Absence
  Using the “Record Absence” action, you can record the employee's absence.
• Revoke Lock Time
  Using the “Revoke Lock Time” action, you can revoke the lock time for time recording and allow the employee to record the working time in the defined period.

Calculations

The payroll department has the following options:

• Export absences
  Absences can be exported regularly as a CSV file to a shelf. For this purpose, the appropriate settings can be made in the personnel file configuration or personnel file shelf on the ”Time Recording” tab.
• Working hours calculation
  The “Execute Working Hours Calculation” context menu command is available on personnel file shelves and individual personnel files. The working time accounting is carried out monthly.
• Working hours recalculation
  The “Recalculate Working Hours Calculation” context menu command is available on personnel file shelves and individual personnel files. Thus, changes in the working time model or collective agreement that relate to the payroll can be considered.
• Export balances for accruals
  The "Export Balances for Accruals” context menu command is available on personnel file shelves and individual personnel files.

Time Tracking for Employees

As an employee, you can record your working hours in the “Personnel File Access” dashboard. Alternatively, the corresponding actions are also available in the welcome screen.

• Start Recording Working Hours
  Using the “Start Recording Working Hours” action, you can start time tracking for the current working day.
  Note: If there are working days for which no working hours have been recorded, you can record them directly. Alternatively, you can define that the information for the affected workdays is no longer displayed.
• Pause Recording Working Hours
  Using the “Pause Recording Working Hours” action, you can pause time tracking for the current workday.
• Continue Recoding
  Using the “Continue Recording” action, you can continue the paused time tracking for the current working day.
• Stop Recording Working Hours
  Using the “Stop Recording Working Hours” action, you can stop time tracking for the current working day.
• Record Working Hours Subsequently (in the “Working Hours” area)
  Using the “Record Working Hours Subsequently” action, you can manually record the working time for a working day at a later time. Note that in such a case an approval from your supervisor will be required and therefore you will need to provide a justification. To this end, the activity “Forward Change of Working Time for Approval” will be added to your worklist right after you execute the “Record Working Hours Subsequently” action. To complete this activity, you will need to provide in the “Forward for Approval” work item a reason for your manual record of working hours at a later time. Once this activity is completed, your supervisor will receive the corresponding request for approval.