Before getting started
The time savings module of Timmi Absences allows you to manage campaigns open to employees during which they can transfer days to a Time Savings Account, PERCO, Monetization account, etc. Use of this module is included in your Timmi Absences subscription.
To learn more about the Time Savings Account and to activate the module in Timmi Absences, please consult the “Time Savings Campaign - let's talk about it!” sheet
This sheet allows you to set up the time savings campaigns, in particular the rules of eligibility and transfer of days to the Time Savings Account.
If you have already set up your campaigns and are looking to participate yourself or on behalf of employees, go to this help sheet: Participate in a time savings campaign
Please note that the rules must be set for each year and are not automatically updated to the following year. It will be necessary to duplicate and update the rules for the next few years as an administrator.
Overview
- Configure a simple time savings campaign
- Configure multiple campaigns with monetization
- Monitoring time savings campaigns
- Examples of settings
Setting up a simple time savings campaign
The campaign creation is based on the regulations, in the rules section. If you want to use the time savings module on several regulations, you will have to set up campaigns on each of them. Configuring campaigns only requires the Timmi Absences > Configure permission in roles.
Go to Settings > Regulations, then to the relevant regulation(s). In the Rule tab, click on "Add a rule" > Time Savings Campaign. You can then use the "Create a campaign" button to start configuring the campaign.
A campaign is defined by different information: general information, transfer authorization conditions, transfer rules, and general conditions to be observed. You can also write a campaign description. Find out more about these elements in the points below:
General information
- Campaign name: this name will be displayed to employees and administrators in the various notifications and tabs related to the Time Savings Account.
- Participation period: this is the period during which the campaign is accessible to employees, i.e. the period during which they can participate and make their transfers. Common examples are the full year (calendar year or June to May) or a few months at the end of the year.
- Reference date of initial balance: this date is used as a reference for the conditions related to the initial balance. By default, the reference is the day before the campaign start date. In the case of multiple campaigns (e.g.: Contributing to the Time Savings Account, then Time Savings Account distribution), it may be necessary to indicate an earlier date as a reference for the calculation of the initial balance. In the example, to limit the number of days saved after the distribution, indicate the start date of the Contributing to the Time Savings Account campaign as the reference date for the distribution the Time Savings Account campaign.
Timmi Absences does not support the opening of a Time Savings Account. Access to the Time Savings Account is dependent on having access to the module. If the creation of a Time Savings Account is not automatic for all your employees, we recommend that you use a secondary role, with access permission to the Time Savings module, to assign to the relevant employees.
A population
Here you can define which employees can access the Time Savings campaign. You can filter the campaign by establishment, department, leave accrual profile, occupation category or even by age or seniority of employees.
For example, if an employee is only eligible for Time Savings after 1 year of seniority, you can configure it here. In the same way, if it is restricted to people with the executive occupation category, you can indicate that only executives have access to the campaign.
Specific transfer conditions and transfer rules for accounts
The next step is to indicate the conditions for participation in the Time Savings Account and authorized transfers. Timmi Absences works with source and target accounts.
- Source account, the account from which the days are transferred, in other words the account that you want to transfer to the Time Savings Account or PERCO account for example.
- Target account, the account to which the days are transferred from the source account, in other words the account that we want to feed from the Comp days and Paid Leave accounts for example.
The source accounts are often Comp days, TOIL, Paid Leave accounts, while the target accounts are Time Savings Account, PERCO, Time Savings to monetize.
Accounts must be selected one at a time. For each account you can define one or more of the following conditions. On each of these accounts you can indicate
- conditions on the days taken (min/max): number of absence days validated on the account, without the date condition.
- conditions on the balances before transfer (min/max): account balance on the reference date of the initial balance (by default it's the campaign start date).
- conditions on final balances after transfer (min/max): account balance after current transfer.
- conditions on the days that can be transferred from this account (source account, min./max./threshold): number of days that can be transferred from the source account over the campaign period. Please note: This amount should only be added for source accounts
- conditions on the days that can be transferred to this account (target account, min./max./threshold): number of days that can be transferred to the target account over the campaign period. Please note: This amount should only be added for the target account
- conditions on the transfer step (full day, 1/2 day, 5 day package)
The threshold allows you to define a value from which the maximum number of days to be transferred applies. An example with a maximum of 10 transferable days and a threshold of 20 days: if the employee has an initial balance of 12 days, they will be able to transfer a maximum of 18 days to the Time Savings Account (8 days to reach the threshold, then 10 days corresponding to the maximum number of days). If the employee has an initial balance of 20 days or more, they can transfer a maximum of 10 days.
General conditions
These are the conditions that are applied to the campaign, similar to the conditions on source and target accounts, but may be applied to accounts that are not in the campaign, i.e., from or to which the campaign does not plan to transfer.
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Days taken: this condition allows you to define a number of days taken during a period, on several accounts, which are not necessarily source accounts used for transfer.
Example: at least 20 days taken between January 1st and December 31st, on the Paid Leave accounts N-1, Paid Leave N or extra days for splitting paid leave. -
Final balance: condition on the final balance applicable on several accounts which are not necessarily used for the transfers.
Example: final balance of 50 days maximum on the accumulation of the non monetizable and monetizable Time Savings Accounts.
Advanced options
- Allow empty participation: allows employees to indicate that they do not wish to participate in the Time Savings Campaign and therefore not make a transfer.
- Pre-requisite campaign: allows you to define a campaign in which participation is required before you can participate in the current campaign. Note: this does not require employees to transfer to the pre-requisite campaign, they can register participation without transfer.
Setting up multiple campaigns with monetization
The Time Savings Account module allows you to manage several campaigns in parallel: for example, this feature is to be used for monetization or when conditions are too complex to be managed in a single campaign (variable transfer periods).
Example of the use of multiple campaigns for monetization of the Time Savings Account
Employees can save the 5th week of Paid Leave (non-monetizable) and Comp days and recovery (monetizable) on the Time Savings Account. It is then necessary to create 2 Time Savings Accounts: monetizable Time Savings Account and non monetizable Time Savings Account, as well as 2 campaigns, one to feed each account.
A third campaign can be created, to carry out the monetization process in Timmi Absences: allowing employees to choose the number of days to be monetized (with conditions) by transferring it to a Monetization account.
There will therefore be 3 campaigns:
- Paid leave (source account) > Non-monetizable time savings (target account)
- Comp days and TOIL (source accounts) > Monetizable time savings (target account)
- Monetizable time savings (source account) > Monetization (target account)
Monitor campaign progress
View all campaigns
The Campaign monitoring home page lists ongoing campaigns by default. It is also possible to display future, completed or archived campaigns.
When you click on a campaign, you can access the detailed campaign monitoring to view the key indicators, display participations and notify employees.
Campaign dashboard & participations
In the detailed campaign view you can see:
- The total number of days saved, and in one click how they are allocated between source and target accounts
- The number of employees who did not participate, with a list of those who do not have access to time savings if applicable
- The campaign characteristics (name, period, regulation etc.)
The Participation view displays the campaign participations and cancelations in reverse chronological order. The rows of employees who have participated or not can be filtered.
Notification
It is possible to send a message to the target employees in the campaign.
The users filter for example allows you to send reminders only to employees who did not participate in the campaign or to send a message to everyone when launching a campaign.
The proposed subject and content of the message are editable by default. Each notification sent from the module is tracked in the history. This way you have access to sent messages.
Examples of settings
IDCC 1534: National collective bargaining agreement for Meat Industry and Wholesale Companies
The Time Savings account applies to all types of employees with a least one year of seniority.
The Time Savings account can be credited, up to a maximum of 10 days per year, by:
Rest related items:
– the fifth week of paid leave only;
– extra days for splitting paid leave;
– rest hours accrued in respect of overtime: compensatory time off in lieu and mandatory time off in lieu;
– rest days in connection with annual working hours (Comp days or rest days associated with a fixed number of working days).
As an exception and in anticipation of retirement, employees aged 55 and over can credit their time savings account up to a maximum of 15 days per year.
2 campaigns will be required: one campaign for under 55s and one campaign for over 55s, configured as follows
Campaign no. 1 for under 55s
Campaign no. 2 for over 55s
Time Savings Account in the Civil Service - Civil servant
- Be continuously employed for at least 1 year
- The Time Savings account can include a maximum of 60 days.
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Time savings can be credited by the following days:
- Annual leave days (including extra days for splitting paid leave). However, you must take at least 20 days leave per year.
- Comp days
- Rest days granted in lieu of standby duty or overtime under conditions laid down by decree by your administration