Configuring Time Accounting Rules & VRIs

Background information

The purpose of the rules is to keep a record of variable items related to work time management: overtime, nights, Sundays, etc.

Each rule deals with the attendance time submitted by the employee, determines whether variable items must be deducted and reports them for compensation in payroll (payment) or Figgo (TOIL).

Time accounts

Before configuring time accounting rules, you must create the time accounts that will collect this time. To do this, go to Configure > Time accounts and click on the ‘Create an Account’ button:

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Give this account a name and a code, then click on the ‘OK’ button:

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If you do not want this account to appear on timesheets, click on the eye to hide it.

You can arrange the accounts by clicking on the lines to the left of each account and moving them.

When you are done, save (top right).

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Types of rules

Go to Configure > Rules to set up time accounting rules.

There are several types of rules:

  • The overtime rule calculates the difference between two time counters (between the employee’s actual working time and the contractual schedule, for example) and reports the amount of this difference.

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  • The ‘days off’ rule makes it possible to record hours worked on a given day based on its nature: holiday, Sunday, weekly rest day, etc.

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  • The ‘time range’ rule makes it possible to calculate hours worked during a certain time range and, more commonly, to deduct night hours (between 9:00pm and 6:00 am, for example).

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The ‘accounting’ rules do not deal with time entered by the employee directly, but with accounting movements that went through previous rules. This is the case for the following rules:

  • The ‘cumulative’ rule allows you to process combinations of variable items, so you can manage cases of specific ‘Night hours on holiday Sunday’ type premiums.
  • The ‘accounting’ rule is a catch-all rule responsible for carrying out miscellaneous accounting operations, like capping hours when the balance or movement over a period exceeds a certain threshold.

In Timmi Timesheet’s configuration, the rules are put in order because these accounting rules exist. They will deal with entries that previously went through other the rules.

Some clarifications about the overtime rule

It allows you to calculate the difference between two time counters, until reaching a certain upper limit.

The different time counters are below:

  • attendance time is the total of the lengths of time appearing in the timesheet;
  • actual working time is the total of the attendance time and Figgo absences integrated into actual working time (absence account setting in Figgo);

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  • paid time is the total of the attendance time and all Figgo absences (except those taken on an account where a day submitted on this account is not counted as leave);

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  • contractual working time is the working time indicated in the work cycle assigned to the employee;
  • theoretical working time is the updated contractual working time after applying the public holiday calendar and any schedule customisation done in Figgo.

You can also calculate the difference using an absolute limit (the ‘Xth accounted hour’) and even relative to a previous rule’s limit.

Typically, this enables you to manage French overtime premium stages:

  • Calculating the weekly difference between the actual working time and the contractual working time within the 43-hour limit, inclusive.

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  • Calculating the weekly difference between the actual working time and the previous rule’s limit (so starting from hour 44).

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