Administration

New employment contract

• Give the people team a sign and they will create the contract for you! 

Extending employment contracts

When a contract expires you get an automated email signal 50 and 40 day(s) in advance and Esmée will tag your name in the contract employment file.  Let People know you want to extend the contract and:

• The People team will make an employment contract for your new team member via HiBob. 

• The Business Partner and you will check the contract.

• Time to sign! You can do this via HiBob. 

• We are obliged by law to take the period of notice into consideration (1 month). The contract should be sent to the employee before the period of notice starts.

• The signed contract will automatically be uploaded in HiBob.

NB: The contract chain is as follows: 7-12-17. If people already were involved in the old contract chain and had their first two contracts of 7 and 8 months they get 21 months in the last contract.

Termination of the employment contract

• Go to HiBob and via Actions -> change work status -> terminate employee (voluntary or involuntary). In this way the exit is guided in a proper way (a.k.a. the final salary payment is done in the right way, IT licences are ended on time, etc). Together we keep everything GDPR proof. 

• Attach the resignation letter (if a colleague takes notice) or the notice of termination by Guidion (‘aanzegging’) to the termination flow. 

Other personal changes / administrative changes

• When your team member changes teams or manager, go to their HiBob profile and click on Change work details. Then select the appropriate action.

• If your team member gets a new manager (and is not changing teams) please send an email to peopleandculture@guidion.net so that the new manager can see all the details of the employee, signals about contracts or reflection formats in HiBob. If you and your team member want to change the working hours, you can do it yourself in HiBob via Update profile -> Schedule change. 

• For any other changes concerning the correct payment of salary (like corrections, or new contracts): send an email to salaris@guidion.net. Make sure to do this before the deadline so we can make sure that all colleagues get their correct salary on time. 

The deadline for mutations of on-call colleagues: 22nd of the month before 12 a.m. If you send mutations after the deadline, they will be processed in the following month. 

Approval of Calabrio

• The teamlead has to make sure that all the hours of the month are properly set in Calabrio. Which should then be done on the 1st of the following month before 10:00u (for example: the hours of October must be set good no later than the 1st of november at 10:00u in Calabrio). 

Register sick leave and recovery
Via HiBob you go to the person's time off and you select the Sick time off policy. You select the start date. NB: the system requires an end date. Important to correct the right end date of the sick leave. This way we can notify the ‘Arbodienst’ on time and we can meet our responsibilities in the ‘poortwachter traject’.

The first two days of illness of an on-call worker count as waiting days (wachtdagen). This means that an on-call worker does not receive payment for the first two days that he/she is on sick leave. You must also register this.

• Go to Calabrio

• Select the on call worker

• Click on the button 'add activity' and then a full day absence

• Choose the term 'sick waiting days of sick pay'if the on call member is ill for more than two days and is still scheduled to work.

If your team member is ill for more than two days and is still scheduled to work. Then you can set these hours to 'sick pay' (ziek uitbetalen).

• This is done in the same way as registering waiting days. But instead of clicking on 'waiting days' (wachtdagen) you click on 'sick pay' (ziek uitbetalen).

If your team member is ill for more than two days (and isn't scheduled), please contact your People Support what to do.

WAB

On 1 January 2020, the 'Wet Arbeidsmarkt in Balans' was introduced. The purpose of this Act is to narrow the gap between permanent and flexible contracts. Contact your People Support get informed about this, and understand what it entails.