Administration

Being a Team lead also involves some administrative tasks. Lucky for you, we are policy-light, which means that your administrative tasks are limited to the absolute necessary stuff. Having said that, this is actually pretty important. We don’t want to have to chase you. In fact, we probably won’t and will let you clean up your own mess when the shit hits the fan. And we mean that in a nice way. 

Manager login NMBRS

Apart from your personal NMBRS login (where you can view your own payslips, etc.), you also have a manager login. This login is based on your Guidion email address instead of your personal email address. You can sign in with single-sign-on. This manager login allows you to see your team members and all the information about your team members, such as addresses, salaries and employment contracts. This is also the place where you can report that they are sick or recovered. 

Hiring a new colleague

• The People team (Priscilla or Bryan) create the offer.

• The People team (Bryan) makes the offer.

• The People team (Bryan) will ask for an An application form, Statement of data for payroll taxes (English or Dutch), A copy of the front and back of identification (ID/passport). A driver’s license is not sufficient. (And for international employees some extra documents might be required).

• The People team (Priscilla) draws up the employment contract for your new team member

• Time to sign! Priscilla uploads the contract in Sign Request (by default). If you want to make a festive moment of this at the office, let her know. Whichever you decide, make sure to celebrate and make it a memorable moment. 

• Once the contract has been signed, Priscilla uploads everything into the People & Culture portal - if you signed at the office, send the signed contract to salaris@guidion.net(If there are any special requirements, please let us know)

• Optional: request for a NS business card via the People & Culture portal. Send an e-mail to salaris@guidion.net with the route your new team member is going to travel (ns station - ns station); what the start date of the subscription should be and a photo where his/her face is clearly visible. Within 10 work days the NS business card will be delivered at the office. If we have not received the card on time, your new team member can reimburse their train/bus/metro tickets through the regular way.

From on-call colleague or intern to permanent colleague

When you hire an on-call colleague as a new permanent employee the process is:

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

• You will check the contract.

• Time to sign! You can do this with your new team member at the Guidion office or digitally via Signrequest. Whichever you decide, make sure to celebrate and make it a memorable moment. 

• On-call to permanent: send a ‘mover ticket’ in the portal and mention the change of employment type. Add the new contract to the ticket.

• Intern to permanent: send an ‘exit employee ticket’ and a ‘new employee ticket’ in the portal. Add to the ‘exit employee ticket’ in the comments that the e-mail adress does not need to be deleted as the intern is getting another contract. Add to the ‘new employee ticket’ the new contract, a new application form and a new model statement of data for payroll taxes in the ticket.

• NB: It is only possible to change the type of employment in NMBRS from the 1st of the month. 

Extending employment contracts

When a contract expires you get an automated email signal 60, 40, 35 and 1 day(s) in advance. Let People know you want to extend the contract and:

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

• You will check the contract.

• Time to sign! You can do this with your new team member at the Guidion office or digitally via Signrequest. 

• 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.

• Send the signed contract to salaris@guidioin.net before the 6th of the month.

Termination of the employment contract

• Go to the People & Culture service portal to give notice of this via the ‘Exit Employee’ ticket at least 30 days in advance. 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’) 

Other personal / administrative changes

• When your team member changes teams or cost center, go to the People & Culture service portal to make notice of this via the ‘Mover’ ticket. You can state all the necessary changes for IT and People in this ticket. Administrative changes will be applied from the 1st of the (following) month.

• If your team member gets a new manager (and is not changing teams) please send an email to salaris@guidion.net so that the new manager can see all the details of the employee,signals about contracts or reflection formats.If you and your team member want to change the working hours, please confirm this to the employee by mail with salaris@guidion.net in cc. This email will be added to the personal file of your employee. 

• 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 permanent colleagues and interns is: 6th of the month before 12 a.m. If you send mutations after the deadline, they will be processed in the following month. 

Registering sickness and recovery

You register the absence of your team members due to sickness in NMBRS. This way the ‘Arbodienst’ is notified on time and we can meet our responsibilities in the ‘poortwachter traject’. Besides that, you receive a signal when a colleague is sick 3 times or more in 12 months, which we call “frequent verzuim” and is a good reason to check if someone is okay. 

This is how you register the absence of your team member due to sickness in NMBRS:

• Go to NMBRS using your 'manager login'.

• Go to the team member it concerns and click on ‘Verzuim’ and report the sickness. You will see a pre-filled pop-up.

• Check whether the first day of sickness and/or the percentage of sickness is correct. 

• Make sure you do not put any medical information in the comment field, because it is prohibited by law to register medical information about employees. 

As soon as your team member is able to (partially) work again, make sure you report your team member (partially) recovered in NMBRS. This is how you do it:

• Go to NMBRS using your 'manager login'.

• Go to the team member it concerns and click on ‘Verzuim’.

• Click on "herstelmelding" (recovered) or "gedeeltelijke herstelmelding" (partially recovered) depending on the situation. You will see a pop-up. 

• Check whether the last day of sickness and/or the percentage of sickness is correct and click 'opslaan' (save).