19.1. HRM Setup

Hours Setup

Before entering the time sheets, you need to define the types of hours that will be entered. Time types are a mandatory classification method used for time sheet hours and can be defined using the Time Type window located in the Time and Expense -> Time & Expense Setup menu. The following fields are available:

• Name, Description

• Default - select for the time type that will be used by default to generate monthly time attendance (usually, this is the type used for normal working hours);

• Time Attendance Use - select for the time types that will be used to enter the monthly time attendance;

• Time Attendance Total - only hours of types with this checkbox will add up to the Total column on the Monthly Time Attendance form. Details in Monthly Time;

• Night Timesheet - if selected, the hours can only be selected on Monthly Time Attendance form if the Allows Night Timesheet is selected for the department. Details in Organizations;

• No Cost - if selected, this hour types cannot be issued to projects. Details in Issue to Project;

• ZLP - this hour type can be used to control the free days granted as a result of working a legal holiday;

  • • when registering the monthly time sheet, two ZLP days account for one legal holiday worked and ZLP days cannot be taken in advance - the restriction is applied when importing and completing the monthly time sheet;

• • S/S/LH Available - indicates that the time type is available for use in Saturdays, Sundays and legal holidays. Only usable for departments set to allow Saturday/Sunday time sheets. Details in Organizations;

Employees

The Employees window, located in the Hours Management -> HRM Setup menu, displays all the business partners that have been defined as employees (have the Employee checkbox).The following fields are available:

• Value, Name, Name 2, Description

• Social Security Number, Identity Card Number - this will appear on the time attendance form;

  • Activity - the default activity used when entering hours for this employee (activity based costing);

Any records added here will also be visible in the Business Partner window. The fields in this window can also be found in the Business Partner window. The tabs below can also be found in the Business Partner window. Details in Business Partners.

• Bank Account tab - here you can enter the employee's bank account number;

• Location tab - here you can enter the employee's address;

• User/Contact tab - here you can define the employee's user;

• Withholding tab - here you can view the employee's withholdings;

Payroll

The Payroll tab is used to define all the negotiations carried on with the employee. The following fields are available:

• Organization - juridical entity contracting the employee;

• Department - default department for the employee;

• Valid From - represents the validity of the last negotiation. The date entered here should be the first day of the respective month;

  • in the Payroll tab you can enter multiple records for each Organization and Department ant these will be considered by the most recent date in the Valid from field;

• Negotiation Date (informative)

• Notice Date (informative)

  • • (v16.02) you cannot enter the Notice Date after the End Date;

  • (v16.05) when editing the Notice Date, all the records with the same Employment Date and with greater Valid From date will also be updated;

• Hour Rate, Brut Orar - total cost and respectively, standard employee cost. Are used for project labor capitalization. Details in Labor Capitalization;

  • the amount here are updated by the Update TC/HB of Employee process;

• Cost 2, Standard Cost

• Employment Date - employment start date;

• End Date - employment end date;

  • Note: for the corresponding organization and department, hours can only be entered for days belonging to the Employment Date - End Date interval;

    • (v16.02) you cannot enter the End Date before the Notice Date;

  • (v16.05) when editing the End Date, all the records with the same Employment Date and with greater Valid From date will also be updated;

  • Daily Hours Norm - maximum number of hours that can be registered for an employee during a work day;

• Total OHE (overall hour effectiveness) - informative, minimum amount allowed for the work hours/norm ratio;

• With Bank - indicates whether the employee is paid by bank;

  • IBAN - the employee bank account number;

    • can be entered manually, in which case it will be automatically be verified;

    • can be imported, for multiple employees using the Import File Loader window (Import IBAN in Employees / Payroll tab structure) and the Import IBAN in Employees / Payroll tab process. The imported file must have the following columns:

      • CUI - determines the business partner for which the IBAN is imported;

      • IBAN - the imported account number;

      • the "Valid from" parameter from the import process determines the record in the Payroll tab that will be updated;

  • (v.15.09) Note: The Import IBAN in Employees / Payroll tab process used for importing IBAN checks the following:

    • if the IBAN is used by other business parners registered within the system;

    • if the IBAN exists on other records from the import table generated based on the imported table;

    • a record exists in the Payroll tab, for the employee which the IBAN is being imported, for which the date in the Valid from field is the same as the date entered as process parameter;

• the Payroll Detail tab (informative) is used to define the minimum OHE allowed for project types (invoiced ours/total hours ratio).

Starting with v16.9 you can no loner edit payroll records if the corresponding calendar period is closed. The period used is Hours Management and is determined using the Valid from date.

Starting with v16.10, if a record exist in the Payroll tab for a specific organization!, you will no longer enter time sheet records with the respective employee and organization if the following rules do not apply:

• Time Sheet Date > Valid From (from the oldest payroll record available);

• Time Sheet Date < Employment Date (from the current or most recent payroll record);

  • Time Sheet Date > End Date (from the current or most recent payroll record);

Work Place

The Work Place tab is used to define the corresponding department and timekeeper for the employee.You can enter multiple records each with it's own validity date interval.

• The timekeeper is the person responsible with hours management in the monthly time sheets for the associated employees;

• The records defined in this tab can also be viewed in the Work Places window, located in the Hours Managment -> HRM Setup menu;

• Employee hours can only be entered in the monthly time attendance form according to the records in this tab: in the selected interval, by the selected timekeeper, for the selected department.

• Valid from, Valid to - are used to define the period in which the employee works for the department;

  • you are not allowed to enter records with overlapping periods;

  • you cannot edit the values if it leads to excluding processed monthly time records from the period;

Suspension Periods

In the Suspension Periods tab, you can enter the periods during which the contracts with the employee are suspended. For a suspension period you can select a different default time type and the corresponding suspension interval. Suspension periods are used when initializing the Monthly Time Attendance form. Details in Monthly Time.

Note: for departments where Allows Saturday/Sunday Timesheet is selected, the suspension hours will also be added to weekends.