Flexitime account: Difference between revisions

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In the Base data under "Billing, Time Tracking, and Vacation Periods," you can choose various time tracking options for your employees that each reflect the employment contract. Select "Time Tracking with Flextime Account" primarily for full-time employees, as setting up a flextime account is only possible for such employees. For freelancers and contractors, this type of billing is limited to pure time tracking with breaks and possible surcharges.
Time recording with flexitime accounts has been available in CrewBrain for some time now. With the new logic for time recording, we now offer an optimized variant that solves the following problems of the previous time recording:


Under Base Data > Employees > Billing Period, first enter the validity of the billing period in addition to the above-mentioned billing type. The default is the current date. Since changes also affect past billing periods, please create a new billing period if changes should only be valid from a certain date onwards. The changes are visible in a historical record.
* More flexible options for surcharges (in future: salary components)


Check the days on which the employee works. Regardless of this, the employee can be booked or record working hours for any day. This section is only about how many days per week the target hours should be calculated. For example, if someone works full-time, target hours should be calculated for five days a week (usually Monday to Friday) (for full-time, usually 8 hours per day).
* Break deduction for shifts over midnight


Enter a monthly salary or hourly wage.
* Evaluation options for rest periods and other time violations


== Working Hours ==
This payroll type generally applies to all permanent employees, mini-jobbers, working students, etc. As a rule, this includes all those who are bound to their company by a contract.
Enter the hours here that should be worked per day, week, or month according to the employment contract. For weekly hours, the specified hours are deducted weekly. Therefore, for the typical 40-hour week with 5 working days, we strongly recommend keeping the setting at 8 hours per day. For monthly specified hours, you can check “distribute over working days.” The system will then calculate how many hours per day need to be worked based on the number of working days in a month. If this box is not checked, the target hours per day will be calculated as 0 hours. This means the employee accumulates flextime throughout the month, and the working hours recorded in the system are only deducted at the end of the month, when the system knows how many target hours should have been worked. Distributing hours over working days also provides the employee with a better overview of their flextime account.


If different target hours should be calculated for an employee for each weekday, click on "distribute over working days" when entering the daily working hours. You can then define the respective target hours for each weekday.
=== Base data ===
The configuration of the new logic for time recording with flexitime account is largely identical to the previous one. If the new logic is selected in the payroll period, the following information must first be entered:


== Vacation/Sick/ Holidays ==
* Valid from (with time limit if applicable)
Enter the hours per day that should be calculated in case of vacation, illness, or holidays. Note: if working hours are calculated per day, it makes sense to set the value to 0 here. Otherwise, in case of exceedances (e.g., night work extending into a holiday), hours will be deducted from the flextime account. If hours are calculated per month, you should enter the desired value here. Otherwise, the hours in the aforementioned cases will not be credited.


Optionally, the average working time of the last 13 weeks can be used for the calculation. Please note that when switching to this calculation method, a new billing period should be created.
* Working days (usually Monday to Friday, also for part-time employees - see working hours)


== Flextime ==
* Salary plus ancillary wage costs (for calculation in the statistics)                                                                                                                                                                                                                         
If you want to maintain a flextime account, select “Carry forward flextime from the previous period” for new employees. If you have made changes to the billing for an employee, you can enter a starting value here, which is based on the flextime hours previously worked.
** A distinction can be made between a fixed and a variable salary. In Germany, only the fixed salary is generally relevant.
** You have the option of defining a maximum amount. This can be relevant for €520 employees, for example. During job planning, this amount is checked so that it is already clear in the request dialog when the amount for a month has been reached and the employee should no longer be requested or booked.


== Breaks ==
* Working time (hours per day, week or month)
Here you can specify if and how long a break must be taken after a certain working time. If you check “Automatically deduct breaks,” these breaks will automatically be deducted from the working time, even if they are not recorded by the employee. Since automatically deducted breaks cannot be assigned to a specific period, they cannot be considered for salary components that relate to a specific period.
** A weekly working time should be calculated down to a 5-day week and stored per day.
** If the “per week” option is used, the target time is always deducted on Sundays. Please note that the start of work must be a Monday or alternatively a start value must be used.
** A classic 40-hour week should always be stored with “8 hours per day”. If the hours differ for individual days, the days can be defined individually.


In general, the automatic break deduction is only a support tool to comply with legal break requirements. The employee should ideally actively clock in and out for their breaks.
* Working time for vacation, sick days and public holidays
** If the working time is calculated per day, this value can be left at 0
** In the case of monthly working hours, the contractually defined value for vacation days must be entered here
** If the employee does not receive compensation for public holidays (e.g.because this is excluded by a collective agreement), this can also be entered here. The system can then, for example, only calculate the public holiday bonuses instead of the public holiday compensation.  


The default setting here is the legal regulation according to §4 of the German Working Hours Act (ArbZG). Please note that different regulations may apply for other countries.
=== Flex time ===
There are three options for the flexitime account:


== Capping ==
* Update flextime from previous period (default)
If you set a cap, such as 10 working hours per day, any hours worked beyond this will not be credited to the flextime 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. This can be done on a flextime or monthly basis. In both cases, if the employee has fewer overtime hours, the cap will be set to a maximum of 0; if they have more overtime hours, they will be reduced by the amount specified here.
* Start time for flexitime (required if a start value is to be transferred from a previous system)


With the capping to a maximum number of hours per month, you can cap your employees' flextime balance to a fixed value at the end of the month. If the employee's balance is lower than the value specified here, no capping will take place.
* Do not create a flextime account


== Target Days ==
If changes are to be made to the time account at a later date (e.g. for payments or similar), this can be entered directly via the “Time recording” menu item as an overtime payment. In these cases, no changes need to be made to the statement period. The start value for the flexitime account should therefore only be set once and then permanently updated.
If an employee is contractually required to work a certain number of days per month, this can be recorded here. Target days function like target hours, essentially as a second flextime account.


In parallel with the target and actual hours, working days can also be counted here based on work, travel, and off days and the billing factor for employees. If this feature is not to be used, the value can be left at 0.
=== Break deduction ===
CrewBrain is able to automatically deduct breaks if the legal minimum has not been reached by the employee for a day. The new logic can calculate this break deduction correctly even for shifts over midnight. The default is the currently valid regulation in Germany (30 minutes after 6 hours working time and another 15 minutes after 9 hours).


If you have made changes to the billing for an employee, select “Carry forward target days from the previous period.” For new employees, enter a new starting value for the target days.
The break deduction should not replace the recording of breaks by the employees. It is merely intended to encourage employees to record breaks cleanly, since "saving" breaks does not give them any advantage. Nevertheless, an accurate (and recorded by the employee) proof of breaks is legally essential and should not be replaced by automatic break deduction. In addition, automatically deducted breaks cannot be taken into account when calculating salary components (surcharges) because the system does not know when the break took place.


== Surcharges ==
=== Capping ===
If you pay surcharges, you can determine the amount of the surcharge here, which will then be considered by the system in the payroll.
There are two variants of capping: daily and monthly capping. The daily capping can be used to limit working hours to 10 hours per day, for example. Again, as with the break deduction, this should not be used as a default but only as an exception to encourage employees to comply with labor law rules.


If you pay surcharges for night work, you can define the designated period for this here. This will then be displayed separately in the time tracking.
There are three different options for monthly capping. In addition to capping to a maximum number of overtime hours (= flexitime), there are two variants of fixed capping.  


You can also specify here how the surcharges should be paid: as a “tax-free surcharge” or as a “credit to the flextime account.”
One works on a monthly basis and caps only the overtime from the current month, while the other works on a flexitime basis. This one reduces the balance over several months even if during those month the employee worked less, because there is still a time credit from previous months.


== Time Tracking ==
=== Planned days ===
Here you can decide how employees can record their time: manually or via time clock. For contractors, time tracking is only possible manually.
Parallel to the target and actual times, CrewBrain can also count the working days for an employee based on the work, travel and off days and the billing factor. A target value can also be stored for these days in order to obtain a quick overview of days worked. If this feature is not to be used, the value can be left at 0.


== Vacation ==
=== Additional wage components (e.g. surcharges) ===
Specify here how many days of vacation the employee has per year, whether it should be calculated based on the calendar year or employment year, and when it may expire. For a new employee, create a new vacation account. If you have made changes to the payroll for an employee, you can enter a starting value here, which is based on the remaining vacation days.
In CrewBrain you can define additional [[wage components]] like surcharges to get them treated seperately in time recording or statements. For each component you can define a timerange and the weekdays that this component should be calculated for. This gives you the ability to subdivide the working hours into different components with different time ranges.


== Availability ==
Before creating wage components, you should first create categories for these components (''Administration > Time recording > Wage components > Categories''). Any number of wage components can later be assigned to each category, and these will be displayed in groups in the payroll and other places. Typical categories would be "Night shift", "Sunday shift" or "Holiday shift". If different levels of surcharges apply which have to be evaluated separately, it is possible to create "Night shift 25%" and "Night shift 40%" separately, for example.
If your employees should only be available for inquiries during specific periods, you can set them here. Employees can then only be requested for events that fall within the specified availability periods.
 
Please find more information about the wage components and how to create them [[Wage components|here]].
 
=== Time recording ===
In this section it is possible to define how the employee or freelancer is allowed to participate in the time recording (e.g. by manual entry or by clocking in at the time clocks).
 
=== Time off ===
The employee's leave can also be specified in the payroll period. As with the flexitime account, there is also an option to define a start value. This could be necessary for different reasons:
 
* Transfer from a previous system
* Fixed-term contracts or start during the year, if a different number of days than calculated by the system should be granted (e.g. due to rounding differences)
 
If you want to make changes to the leave account later (for example, for payouts or similar), you can do this directly via the "Time recording" menu item as a leave payout. In these cases, there is no need to make any changes to the payroll period. The start value for the leave account should therefore only be set once and then permanently updated.

Latest revision as of 09:39, 20 November 2024

Time recording with flexitime accounts has been available in CrewBrain for some time now. With the new logic for time recording, we now offer an optimized variant that solves the following problems of the previous time recording:

  • More flexible options for surcharges (in future: salary components)
  • Break deduction for shifts over midnight
  • Evaluation options for rest periods and other time violations

This payroll type generally applies to all permanent employees, mini-jobbers, working students, etc. As a rule, this includes all those who are bound to their company by a contract.

Base data

The configuration of the new logic for time recording with flexitime account is largely identical to the previous one. If the new logic is selected in the payroll period, the following information must first be entered:

  • Valid from (with time limit if applicable)
  • Working days (usually Monday to Friday, also for part-time employees - see working hours)
  • Salary plus ancillary wage costs (for calculation in the statistics)
    • A distinction can be made between a fixed and a variable salary. In Germany, only the fixed salary is generally relevant.
    • You have the option of defining a maximum amount. This can be relevant for €520 employees, for example. During job planning, this amount is checked so that it is already clear in the request dialog when the amount for a month has been reached and the employee should no longer be requested or booked.
  • Working time (hours per day, week or month)
    • A weekly working time should be calculated down to a 5-day week and stored per day.
    • If the “per week” option is used, the target time is always deducted on Sundays. Please note that the start of work must be a Monday or alternatively a start value must be used.
    • A classic 40-hour week should always be stored with “8 hours per day”. If the hours differ for individual days, the days can be defined individually.
  • Working time for vacation, sick days and public holidays
    • If the working time is calculated per day, this value can be left at 0
    • In the case of monthly working hours, the contractually defined value for vacation days must be entered here
    • If the employee does not receive compensation for public holidays (e.g.because this is excluded by a collective agreement), this can also be entered here. The system can then, for example, only calculate the public holiday bonuses instead of the public holiday compensation.

Flex time

There are three options for the flexitime account:

  • Update flextime from previous period (default)
  • Start time for flexitime (required if a start value is to be transferred from a previous system)
  • Do not create a flextime account

If changes are to be made to the time account at a later date (e.g. for payments or similar), this can be entered directly via the “Time recording” menu item as an overtime payment. In these cases, no changes need to be made to the statement period. The start value for the flexitime account should therefore only be set once and then permanently updated.

Break deduction

CrewBrain is able to automatically deduct breaks if the legal minimum has not been reached by the employee for a day. The new logic can calculate this break deduction correctly even for shifts over midnight. The default is the currently valid regulation in Germany (30 minutes after 6 hours working time and another 15 minutes after 9 hours).

The break deduction should not replace the recording of breaks by the employees. It is merely intended to encourage employees to record breaks cleanly, since "saving" breaks does not give them any advantage. Nevertheless, an accurate (and recorded by the employee) proof of breaks is legally essential and should not be replaced by automatic break deduction. In addition, automatically deducted breaks cannot be taken into account when calculating salary components (surcharges) because the system does not know when the break took place.

Capping

There are two variants of capping: daily and monthly capping. The daily capping can be used to limit working hours to 10 hours per day, for example. Again, as with the break deduction, this should not be used as a default but only as an exception to encourage employees to comply with labor law rules.

There are three different options for monthly capping. In addition to capping to a maximum number of overtime hours (= flexitime), there are two variants of fixed capping.

One works on a monthly basis and caps only the overtime from the current month, while the other works on a flexitime basis. This one reduces the balance over several months even if during those month the employee worked less, because there is still a time credit from previous months.

Planned days

Parallel to the target and actual times, CrewBrain can also count the working days for an employee based on the work, travel and off days and the billing factor. A target value can also be stored for these days in order to obtain a quick overview of days worked. If this feature is not to be used, the value can be left at 0.

Additional wage components (e.g. surcharges)

In CrewBrain you can define additional wage components like surcharges to get them treated seperately in time recording or statements. For each component you can define a timerange and the weekdays that this component should be calculated for. This gives you the ability to subdivide the working hours into different components with different time ranges.

Before creating wage components, you should first create categories for these components (Administration > Time recording > Wage components > Categories). Any number of wage components can later be assigned to each category, and these will be displayed in groups in the payroll and other places. Typical categories would be "Night shift", "Sunday shift" or "Holiday shift". If different levels of surcharges apply which have to be evaluated separately, it is possible to create "Night shift 25%" and "Night shift 40%" separately, for example.

Please find more information about the wage components and how to create them here.

Time recording

In this section it is possible to define how the employee or freelancer is allowed to participate in the time recording (e.g. by manual entry or by clocking in at the time clocks).

Time off

The employee's leave can also be specified in the payroll period. As with the flexitime account, there is also an option to define a start value. This could be necessary for different reasons:

  • Transfer from a previous system
  • Fixed-term contracts or start during the year, if a different number of days than calculated by the system should be granted (e.g. due to rounding differences)

If you want to make changes to the leave account later (for example, for payouts or similar), you can do this directly via the "Time recording" menu item as a leave payout. In these cases, there is no need to make any changes to the payroll period. The start value for the leave account should therefore only be set once and then permanently updated.

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