Before getting started
An employee may be transferred and change countries or establishments. If several of your establishments use the Lucca solutions, you need to make all necessary changes in the file of the employee concerned.
You just need to associate an amendment with the contract in the Contracts section of the employee's HR file:
Then, fill out the information pertaining to the change (establishment, occupation category, etc.) and the effective date:
Updated information will be added directly into the employee's current contract:
Timmi Absences
If you have Timmi Absences, on the effective date of the change to the contract, go into the concerned employee's file to adapt their Timmi Absences profile in line with their new accrual entitlements. To do this, go into "Application information".
The employee will still see the accounts for both establishments in their Timmi Absences balances.
In our example, Chloe can see both her paid leave balance (Lucca FR) and her annual leave balance (Lucca UK). If you no longer want to give them access to an account, you need to go into Timmi Absences > Credit/debit > for an employee and reset a balance to zero for the account concerned. You can use this help sheet as a guide.
Make sure you only make this change after you have completed the payroll export for the month prior to the change of establishment.
Cleemy Expenses
If you have Cleemy Expenses and the transferred employee submits expense reports, you'll need to change the establishment in their employee file, only after having exported the elements for accounting.
This way, expense reports will be attributed to their previous establishment and not their future establishment.
What happens to a user's expenses when they change establishments?
Their expenses are kept for the previous establishment and the employee will not be able to submit them in the form of expense reports.
Therefore:
- Either you re-attach the user to their previous establishment so that they can submit their expenses in the form of expense reports. Then, once their "expenses" tab is empty, you can change their establishment.
- Or you ask them to re-enter the expenses so that they are accounted for in their transfer.
Please note that re-entry leads to these expenses being deleted in advance. To delete it, you'll need to click on the "trash can" icon on the line of the expense in question, as seen in the screenshot below:
Timmi Timesheet
An employee's timesheets depend on their regulation, to which they are attached through their work cycle.
If the employee changes work cycles, or if their future establishment isn't subject to the same regulation in Timmi Timesheet, you need to add their future work cycle to their user file.
Please note: analytics may be restricted to users, departments and/or establishments.
If this is the case for your base, then:
- You need to check that the employee has filled out and submitted their timesheets before the end of their old contract.
- Once the employee has started their new contract, remember to edit their department in their user file, if needed, and to check that they have access to the analytics corresponding to their new contract.
- If they forget to enter timesheets for the old contract, and the employee no longer has access to the analytics for their old establishment (e.g. cost centers), you need to temporarily postpone the dates of their contracts (push back the end date of the previous contract and the start date of the next contract). They'll then regain access to the analytics for their previous establishment. Once their timesheets have been submitted, you can restore the correct contract dates.
- If the new contract is created late in the user file, and the employee has continued to log time in the analytics for their old contract, you need to either unvalidate or refuse the timesheets concerned and delete or correct their logs.
Timmi Projects
Timmi Projects is based on the concept of organization, with an organization grouping together multiple establishments from a given country.
If the employee is transferred to an establishment belonging to the same organization, their activities will continue to populate the organization's turnover. You just need to enter the future contract into the user file.
If the new establishment belongs to another organization, you need to prepare the transfer, so that the activities submitted by the employee are correctly associated with the organizations. You then need to:
- Add the future contract into the user file (by completing the cost and individual price for the employee in their future establishment, if needed);
- Ensure that the employee has submitted their timesheets for their old contract before switching over to the new contract;
If the new contract is created late in the user file, and the employee has continued to log time in the projects for their old organization, you need to either unvalidate or refuse the timesheets concerned and delete or correct their logs before creating the new contract in the user file.