Days off for part-time employees

There are scenarios where individual employees work part-time and are credited too much time for public holidays that do not last the whole day.

Full-day holidays like Christmas Day are not affected by this issue. If someone has standard hours of four hours on a full-day holiday, they get the four hours.

The problem occurs with hourly holidays, like the regulation in some places of working one hour less the day before a public holiday such as Good Friday, or four hours off for a half-day public holiday (e.g. Sechseläuten in Zurich). Since Vertec does not know when these free hours take place (whether morning or afternoon), and when the employee works the four hours, these cases are difficult.

For example, say an employee (i.e. user) always has Monday afternoons off. Therefore, they have a standard time of four hours on Mondays. If you now enter the Sechseläuten afternoon as a holiday in the standard user group, the standard time of the user concerned drops to zero. If they still come to work as usual (in the morning), they will work overtime. Depending on the company’s standard time model, this is not desirable. Some companies would credit only half of the four hours or nothing at all.

There are two ways you can handle this in Vertec:

You can override the individual holidays directly on the employee, i.e. user.

For example, the standard user group has entered a half day off of four hours. The standard hours of all users assigned to the standard group is therefore four hours lower on that day.

For part-time employees, you can now enter a day off directly on the user under absences for the same date. And enter the desired value there as hourly credit. If you enter a zero there, the user is not credited with anything, and has the same standard hours as on usual working days. If you want to credit only two hours, instead of four hours, simply enter two hours in the service entry accordingly.

You enter a user group for each level of employment, allocate the corresponding workers and enter the hourly free days on a pro rata basis on the groups. To credit a 50% person with a half day for a half-day public holiday, you would enter a free day on the group with two hours of credit.

For this option, the following should be noted:

• This option only makes sense if the standard weekly hours of part-time employees are evenly distributed. Otherwise, a separate user group would have to be entered for each option (user works in the afternoon/morning/not at all, etc.).
• The standard hours on the user group always represents a 100% workload. Therefore, the employment level of the user is 100%, even if they are assigned to a user group that has only 32 standard hours, i.e. 80%.
• Any user group changes for users must be processed correctly:

With option 2, there are a few things you must consider if a user changes user groups:

1. For example, if someone changes from 60% to 40%, they assume all the group's days off retroactively. Therefore, their standard hours and their overtime balance changes afterwards, which is certainly undesirable. You can solve this by setting an overtime balance before changing the user group and transferring it via the Transfer balances function.
2. If vacations (and not just days off) are also entered in this user group, the vacation balance must also be transferred.
3. Since the user applies the settings of the new group immediately, a user may only change user group on the relevant day or afterwards, but not in advance.