Employment relationships
In employment relationships, it is defined for each employee on which days of the week how much they work. The vacation entitlement is also stored here. In addition, we look at how remaining vacation from a legacy system can be transferred into Die Agenturverwaltung.
What are employment relationships?
So that time tracking, the weekly view of tasks and the absence calendar can show on which days an employee works, an employee can be classified as "permanent". This is done in the "Employment relationship" tab.
Without an employment relationship, the employee appears as "absent" in the absence calendar and in the weekly task view.
Contract duration and contract changes
An employment relationship can be without an end date or fixed-term. Multiple employment relationships can follow one another for a user in a chronological sequence.
An example Your trainee has a full-time employment relationship with your company during the training; afterwards she starts with you in a half-time position. In this case you terminate the training employment relationship and create a new employment relationship immediately afterwards. In this new employment relationship the internal employee cost rate, the weekly working time and, if applicable, the vacation entitlement are adjusted to the new employment contract.
Internal employee cost rate
The internal hourly rate can also be stored on the employment relationship. It is used only for reporting to evaluate working time on jobs according to internal hourly rates.
Only administrators and explicitly authorized users can also see these metrics in reports.
Your tax advisor should determine the internal hourly rate
It should include not only the salary but also indirect costs such as office, payroll taxes, vehicle fleet and especially idle time, i.e. non-sold services. In most agencies this value is between 40 and 80 EUR. For Freelancers for example the agreed hourly rate and, if applicable, a flat fee for a desk could be used if your company provides freelancers with workplaces on site.
The following settings only apply to permanent employees:
Weekly working time & part-time contracts
On the employment relationship you can record how many hours an employee normally works on which weekdays.
If an employee, for example, is not there on Friday, then for Monday to Thursday you would enter e.g. "8 hours" and on Friday 0.
For employees who are, for example, only present half a day on certain days, "4 hours" would be entered on those days.
Vacation entitlement
The vacation and special leave entitlement entered here relates to one year, regardless of when the contract begins or ends (the system calculates the entitlement for specific periods accordingly).
Special leave
Special leave refers to the legal entitlement to — usually up to two — additional vacation days, for example for weddings, funerals, official appointments or moving.
Unused special leave entitlement is not carried over to the following year but expires.
Remaining vacation
Remaining vacation can be carried over to the following year for the vacation entitlement. A deadline (the expiration date, usually March 31 of the year) can be specified for this.
Deactivate remaining vacation If the deadline for remaining vacation is set to 01/01, any remaining vacation from this employment relationship expires at the turn of the year.
Deductions and additions to the vacation account
To allow for special cases, deductions or additions to the vacation account can be specified for a particular year.
An example Katrin took two days of remaining vacation (which expires on March 31) too late and we want to give her the possibility (as an exception to the rule) on April 1 and 2 to still take these two days from the remaining vacation entitlement. For this we enter an addition of 16 hours for this year in the deductions and additions. This functions like additional vacation and is not carried over to the next year. That means the two days do expire, but we grant Katrin an addition of 2 days.
Migration of remaining vacation from a legacy system
So that remaining vacation from a legacy system can be transferred into Die Agenturverwaltung, we can enter the remaining vacation for the current year as an addition on the employment relationship of each employee.
Miscellaneous: position, supervisor, probationary period
The Position field (e.g. "Head of Finance") serves documentation purposes.
If a supervisor and a date for the end of the probationary period are entered, the supervisor will be reminded by e-mail about the expiration approximately 14 days before this date.
Documents
Documents can be uploaded here, for example the employment contract, a signed NDA, meeting minutes or target specifications.
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