Before getting started
As a Timmi Absences administrator, you have occasional and recurring tasks to perform. In this file, you will find a summary of the main actions that you'll need to take to quickly become the administrator of the year!
In every payroll period
Check your pending tasks
In the To do list module, you can:
- Identify employees who do not have an accrual profile
- Redefine absences whose reason needs to be specified
- Check supporting documents for conventional absences
- Adjust balances with anomalies
- Adjust accruals for arrivals/departures
- Process past absences pending approval
- Identify accounts that have expired or will soon expire
The goal of this module is to centralize all events which require your attention or action on your part. The idea is to prevent you from having to keep track of these by using notepads, diaries or post-it-style solutions.
This help page will help you get to grips with this module.
Process absences awaiting approval
Only approved absences are exported by Timmi Absences. Past absences pending approval should therefore be processed before generating the payroll export.
You have two options:
- Send a reminder to the approvers to process their pending requests
- Approve the absences directly
To do this, go to the Approval > Other approvers menu. Direct access, filtered based on urgent absences pending approval, is available from the new To do list module:
Export absences for payroll
To generate a leave and absences export file which can then be imported to your payroll software, go to Exports.
Go to the export configuration created to export to payroll.
Before generating the export, it is important to process any unapproved absences for the selected export period. These absences awaiting validation will be listed on your export generation page, where you will also find a link taking you directly to the approval module:
Then click on the Export the period button.
The generated files will then appear in the History tab:
Have you imported the file into your payroll software and found that you have absences that have been entered/approved/edited since the last export?
You have two options :
- You can generate the export again by selecting the same payroll period and then clicking on the Export new data button. This new export will only contain the delta of the month's events that have taken place since the last export was generated for the same period.
- You can export the next period by selecting the next period and clicking the Export the period button again. Any late changes will appear in this new export.
If you have already imported the import file into your payroll software, do not delete the last export, as this could result in discrepancies and duplicate absences in your target software. The Cancel the export button in the History tab is only useful if you have not imported the last export to payroll yet.
As a reminder, here are the three types of absence exports :
- absences during the relevant period: absence days requested and validated over the period observed
- late absences: absence days requested in a period prior to the period observed, but not exported
- Corrections: deletion/editing of absences already exported to payroll.
If you use the old payroll export module, please refer to the following help page: Exporting leave and absences to payroll.
Export sick leave to DSN
In the case of subrogation (salary continuation), the DSN requires monthly reporting of sick leave.
To generate the export file, go to Exports. Then go to export configuration created for export to the DSN.
If your configuration is based on a payroll export period, generate your export as described above for the payroll.
If your export configuration is based on a full export click directly on the Export button to generate an export from the date of your last export:
As a reminder, this export will contain:
- absences: absence days requested and validated since the last export
- Corrections: deletion of absences already exported
As with the payroll export period, a full export only contains approved absences. Absences awaiting validation will therefore not be listed in the generated files.
The former sick leave export module:
Select the sick leave to be exported (3) and click on Export the X sick leave entries selected (4). The export generated can be found in the export history on the right-hand side.
At the end of each consumption period.
Managing the balances:
- Extend the consumption period: If you want employees to be able to use absence accounts for a longer period of time after the consumption period has expired, you can extend this period. You will therefore need to change the end date of the consumption period in the settings of the corresponding absence account.
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Transfer all entitlements to another account: At the end of an the consumption period of an account, you can transfer the entitlements from one account to another.
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Keep x number of days on an absence account for a group of employees: at the end of the consumption period of an account, you can only keep a certain number of days on the account, the rest will be lost.
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Settle all entitlements by following the same steps outlined in collective adjustment and selecting Reset to 0.
Update adjustments
It is recommended that you automate the rules for adjusting the balances (Paid Leave or Comp days adjustments in the event of an absence or contract suspension).
In the case of manual management, go to Credit / Debit > Accrual to run the balances. Remember to start with the month that has just elapsed. You can check the suggested values, and view the details by clicking on a row in the simulation table. From the simulation interface, you have direct access to the adjustment rule settings.
Extra days for splitting paid leave
- If you credit the extra days for splitting paid leave we suggest that you check the configured rule and modify it if necessary. To access the rules for splitting paid leave, go to Settings > Regulations > Rules > Splitting paid leave. The launch of additional day credits for extra days for splitting paid leave is available in Credit/Debit > Accrual > Splitting paid leave. For the configured rule, click on Calculate to see a summary of the entitlements owed. Then you can start to credit the extra days by clicking on Credit.
When a new employee joins
Create a new employee file
As soon as you know when the new employee will be starting in your company, you can create their file so they have access to appropriate solutions from the outset.
Add the new employee from Employees > HR file> Add an employee as soon as the contract start date is known.
To allow Timmi Absences to function correctly, please fill in:
- their role (main and secondary) giving them access to Timmi Absences
- their leave accrual profile which determines the days that need to be credited to the employee
- their payroll number
- their manager
- their Timmi Absences customized approver (optional, only if allowed by your approval workflow)
- their work cycle which defines the days worked by the employee
- their occupation category
- their schedule which determines public holidays
- their seniority date if different from the contract start date (optional)
For more information, see the help page Managing the arrival of a new employee in Timmi Absences.
Scenario 1: You created the employee in the month of their arrival and your leave is credited monthly. No action is required. Their leave will be credited on a pro rata basis according to the employee’s attendance during the month determined by their contract starting date.
Scenario 2: You created the employee in the month of their arrival and some of your accounts are fully credited at the beginning of the period. In Pending tasks, Timmi Absences will suggest a calculation of days to be prorated according to the number of days worked, which can be modified if necessary.
Scenario 3: You created the employee late, after the month of their arrival. Go to Credit / Debit > Accrual to accrue entitlements from the month of arrival (already ended). Select the month and the relevant accrual rule and execute catch-up (entries/departures). Note: This action should not be completed to accrue the current month or for future accruals. These are automatically triggered by Timmi Absences.
When you enter Timmi Absences data into the HR file for a new employee, it is possible that the employee's Timmi Absences application profile does not match the existing ones. If this is the case you will need to create a new one.
This may also be the case with work cycles. A new one will need to be created, adapted to the new employee.
When an employee leaves
Record their contract end date
As soon as it is known, enter the employee's contract end date in the Employees > HR file > Contracts tab:
Transferring supervised employees
If the departing employee is a manager, transfer their supervised employees to another manager from their HR files.
Complete employee’s final settlement
You can complete the employee settlement as soon as a contract termination date has been entered in the employee file. Be aware that all balances are reset upon completion of the final settlement. This option should only used, therefore, if the employee is actually leaving the business. If this is the case, go to Credit / Debit > Employee settlement and select the employee concerned.
The final settlement can be completed by following three simple steps :
1. Processing pending requests and absences after the contract end date
2. Adjustment of accruals and resetting balances: If the employee returns to the company, their HR file can be reactivated and they will start their new contract with the balances at 0.
3. Displaying absences to be exported to payroll
For more information on managing an employee's departure, see the help page Manage an employee departure in Timmi Absences.
Change of organization or legal unit
Adjust entitlements following a change of organization
Before editing the organization in the employee HR file, you need to adjust the leave entitlement. Once the change has been made, the employee will be able to view the balances of the new establishment whilst still being able to view those of the previous one.
If you no longer want the employee to have access to these previous balances, they will need to be reset to zero. To do this, refer to the help page manual balance adjustment.
You can also transfer the balance from the old account to the new balance by clicking on Transfer.
You can then edit the employee's establishment by going to Employees > Contracts > Create a new contract.
Real time management
Produce reports on balances or absences or compile statistics on absences
You can generate different types of customized reports:
- Select the Balances report to view your employees' balance on a given date.
- To understand the employee balance on an account by displaying the accrual and the requests, select the report Balance changes.
- Select the Absences report to display employees' absences per account over a given period.
- To view various statistical indicators on leaves and absences, select the Statistics report.
If you plan to edit your report regularly, you can save its configuration by giving it a unique name. Simply click on Save configuration after generating the results.
Requesting sick leave
Before entering a sick leave, we recommend that you begin by entering an absence to be justified if the employee has not yet provided supporting documentation by going to Schedule management > Manage absences.
Once you have received the receipt, you can reclassify the absence awaiting proof as sick leave (illness for example) in Schedule management. You can also attach the receipt received at this point.
If this has been set up for your establishment, you can export any instances of sick leave separately within the framework of the DSN.
Payroll comparison
If you notice any differences in the balance between Timmi Absences and your payroll, the balance import module in Credit / Debit > Imports > Import balance allows Timmi Absences to adjust the Timmi Absences balances with those calculated by payroll. This is often the case when the adjustment rule is not managed in Timmi Absences.
You can compare :
- the total accrual
- the balances
Timmi Absences then invites you to download a file template in which you can indicate the accrual or the balances entered in your payroll. Once you have attached the file and clicked on "Continue", Timmi Absences displays a row-by-row comparison displaying any errors or warnings. For more information, see our dedicated help page: Comparing balances with payroll.