All the information comes together in the records. It is very important that the stored information is correct from the beginning.

Overview

Employee's records

In the " Records" tab of an employee profile, you will find settings that affect the employee's payroll or the allocation of absences and holidays. You can adjust these settings individually for all employees.

In the column "Current balance" you will find the current status of the employee's hour account. You will also see for each day how many hours the employee should have worked according to the target hours and the duty roster, how many hours they actually worked, and how many hours were accounted for by absences.

Additionally, you can use the blue button with the gear wheel to enter a "compensation" to offset paid overtime or other adjustments to the hours account.

Settings

Changing the calculations for the hours account

Click on the green "Edit" button to access the settings for the records.

  • Payroll starts at
    This is automatically set to the first day of the month in which you created the employee. If the employee starts using Papershift later, you should adjust the start date accordingly.

  • Starting balance

    You can change the starting value of the current balance here if the employee has already accumulated plus or minus hours before you introduced Papershift.

  • Hourly wage

    This value is used if you use payroll and the employee is a wage earner.

  • Custom hours on absent day

    Additionally, you have the option to decide how holidays should be accounted for this employee and whether a special hourly value should be accounted for absences

Current balance

In the current balance, all data affecting the employee's hourly account are accounted for (actual hours, planned hours or target hours, absences, holidays, and compensations). It can be calculated according to four methods:

  • Actual - Target
    Most commonly used and represents the standard case. It is based on the following calculation:

    (Actual hours + Absence hours) - Target hours = Current balance

  • Actual - Plan
    The following calculation is the basis:
    (Actual hours + Absence hours) - Planned hours = Current balance

  • Balance or Actual - Target
    Takes into account charged hours from payroll. The following calculation is used as a basis:
    (Actual hours + Absence hours) - Accounted hours = Current balance

    or
    (Actual hours + Absence hours) - Target hours = Current balance

    Depending on which value is present.

  • Plan - Target
    Is a good solution if the employees also get paid for hours if they did not have to come to work after all. The calculation is based on the following:

    (Planned hours + Absence hours) - Target hours = Current balance

IMPORTANT: If the current balance contains errors, they must be corrected at the origin.

If the actual hours are not correct on a particular day, please go to time tracking and correct the data there. If changes are made directly in the records, it is no longer possible to understand why this was done and information can be lost.

Compensation

Add a compensation to employee's current balance

If you want to make a change to the hourly account, such as deducting paid overtime from the hourly account, you can click on the blue button with the gear wheel and enter a compensation. The values entered here will always be compensated with a minus. If you want to deduct hours from the account, simply enter the corresponding number. If you want to credit additional hours to the employee's account, you have to put a minus in front of the number.

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