In Netvisor, you can track hours recorded in the working time bank and paid hours using record types on the working hours report. This example is constructed so that the balance of the working time bank is visible on the employee's payslip, allowing the employee to also monitor the balance of the working time bank. Tracking can also be set up solely for the payroll accountant, where the payroll accountant monitors the hours in the working time bank from the working hours report. In such a situation, there is no need to create salary types, and you can manage with just the record types mentioned in the help.
New salary types to be created for payroll
Four new salary types must be created in company-specific salary types to ensure that the formulas for record types work on the payslip. The salary types can be named as desired.
- Multiplier 1
- Hours RECORDED in the working time bank
- Leaves to be PAID from the working time bank
- Balance of the working time bank
- Opening balance of the working time bank
New salary types are created from company-specific salary types:
Salaries > Payroll > Salary model management > Company-specific salary types > Add new salary type
For all salary types, select the group "Salaries and allowances", the payroll list group "Not considered", and the source "User's formula".
Except for the salary type "Opening balance of the working time bank", select the source "Employee's salary basis" so that the initial situation of the working time bank can be entered in salary basis management if necessary.
All salary types must have at least "Included in calculation by default". Shown on report is selected only for the salary type "Leaves to be paid from the working time bank".
Once the salary types are created, two record types are created for recording and paying working time bank hours.
Salaries > Settings > Payroll settings > Record types > Add new record type
Give the record type to be recorded in the working time bank a suitable name and select the formula for the salary model:
Hours x 1 x Multiplier 1 = Hours recorded in the working time bank
Thus, for example, if you record 20h with the record type, the result of the formula is: 20h x 1 x 1 = 20
Add another record type for paying hours from the working time bank. The structure of the formula for the salary model is determined by the price at which the hours from the working time bank are paid to the employee. The formula shown in the image is just an example. The formula should be constructed according to the agreed method in the company.
"When the employee takes leave from the working time bank, they are paid regular salary for the hours taken according to the time of taking the leave."
Once the record types are constructed, go to give the formula to the salary type "Multiplier 1":
Salaries > Payroll > Salary model management > Select "Formulas" from the salary model > Salary type formulas tab > Salaries and allowances > Multiplier 1 > Green plus > Fixed number > 1 > Save
From the same place, add the calculation formula also for the salary type "Balance of the working time bank". Image of the formula below.
Before you can add the calculation formula to the salary type "Balance of the working time bank", ensure that the salary type is linked to a salary model. This is done as follows:
Salaries > Payroll > Salary model management > Select the desired salary model > Link salary type to salary model > Search for salary type from the list > Link
Initially select the salary type and "Opening balance of the working time bank" and the calculation +.
First, select the salary type "Hours recorded in the working time bank" with the "Value of salary type in time period" element and the source of values "Amount", so that the formula retrieves the hours worked, not euros. The period is the whole year. Select minus as the calculation and subtract the paid hours with the salary type "Leaves to be paid from the working time bank".
From the salary type formulas tab, you can also add the formula for "Leaves to be paid from the working time bank" to the Salary in money formula, so that the hours paid from the working time bank are included in the payslip.
Salaries > Payroll > Salary model management > Select "Formulas" from the salary model > Salary type formulas tab > Calculatory > Salary in money > Edit (pen/notepad) > Green plus > Calculation: plus sign > Green plus > Salary type: Leaves to be paid from the working time bank > Save
If necessary, add the initial situation of the working time bank to the salary basis for the salary type "Opening balance of the working time bank".
Salaries > Personnel > Salary basis management
From the salary model settings, you can edit the salary types to be hidden from the payslip and change their order from the Format tab.
Salaries > Payroll > Salary model management > Select salary model > Format tab
Example
1) The employee records 50 hours in the working time bank with the record type "Hours recorded in the working time bank" and provides a specification that these are flexible working hours. The specification field does not appear in payroll. This is optional additional information if you want to use it to inform what type of hours have been added to the working time bank. The employee also records a total of 150 hours of normal time work for the same payroll period. The employee confirms the hours and the supervisor approves.
"Additional or overtime hours, flexible working hours, and time equivalent to monetary benefits based on law or agreement can be transferred to the working time bank."
The payroll accountant creates the payslip, which includes the hours recorded and approved by the supervisor. Normal time work is paid as time work earnings, and hours recorded in the working time bank accumulate the balance of the working time bank.
2) In the following month, the employee records 150 hours of normal time work and a total of 20 hours of leaves to be paid from the working time bank.
Leaves to be paid from the working time bank reduce the accumulated balance: 50 h - 20 h = 30 h remains.
3) In the following month, the employee records a total of 150 hours of normal time work, adds 5 hours to be recorded in the working time bank, and also pays 10 hours from the working time bank. On the payslip, hours to be recorded in the working time bank increase the balance: 30 + 5 = 35, and leaves to be paid from the working time bank reduce the balance: 35 - 10 = 25 hours remain.
Monitoring the working time bank on working hours and payroll reports
The working hours report can be used to monitor hours recorded and paid in the working time bank, the difference of which forms the balance of the working time bank. The balance of the working time bank is also visible on payroll reports.
Working hours > Working hours reports > Report format: Working hours report > For example, period: Whole year >
If necessary, make other restrictions to the employee and salary model, and finally > Select record types from the record type menu by holding the ctrl key: "Hours recorded in the working time bank" and "Leaves to be paid from the working time bank" > Show report.
The report shows the hours recorded in the working time bank and the hours paid from the working time bank for the whole year. The difference between these is the remaining balance of the working time bank.
From payroll reports, you can retrieve the number of hours paid to the working time bank and the euros paid.
Salaries > Payroll > Reports > Payroll reports
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