Integration of leave and absence with Projects

Profit can automatically convert leave and absence entries to actual costing lines. In that case, the employee does not have to enter this himself.

In addition it is possible to determine the leave entitlement on the basis of hours that have actually been worked (entered). You can use the hour registration to complete the time off in lieu entirely.

Note:

This is not possible for employees who have a variable work pattern.

Description

In the project actual costing employees record the number of hours worked per day, amongst other things. The integration of absence and leave implies a two-way traffic between Profit HR and the project actual costing. Because of the integration, you have the following additional options in Profit:

  • Channel absence and leave to the actual costing

    Profit automatically adds actual costing lines to the project administration based on the leave and absence entries. That means the employees do not have to add these lines manually to get a complete picture of the actual costing.

  • Channel actual costing lines for leave and absence to Profit Payroll

    Profit can channel the leave and absence data to Profit Payroll, for example to include the data on the pay slip.

  • Leave entitlement based on the actual costing

    Profit determines the leave entitlement for each employee based on the hours from the actual costing (instead of based on the timetable).

  • Time off in lieu

    You enter the hours that result in entitlement to time off in lieu in the actual costing. This increases the time off in lieu balance. If an employee takes time off in lieu of time, the leave balance in turn decreases.

The below diagram shows all integration options:

Leave and absence to actual costing

Profit can automatically convert leave and absence entries to actual costing lines. This can only be done for employees who have a specified timetable. If a specified timetable is present, you have recorded fixed working days and hours for the employee. In that case, Profit determines the correct number of absence hours per working day.

  • Leave

    Profit adds actual costing lines based on leave entries. You can use a separate hour code for each leave type. In addition, you can link a work type and a project to a leave type.

    Example:

    A full-time employee takes a holiday from 20 to 24 April 2016.

    In the configuration you have linked the 'Holiday' leave type to the 'Leave' hour type.

    In the actual costing, Profit enters one line on this hour type for each day.

  • Absence

    Profit adds actual costing lines based on absence entries. For this, Profit uses the hour types for absence and for occupational therapy-based absence.

If in a timetable with a variable work pattern you only specify the working days for an employee, Profit cannot determine how many hours per working day the employee works as this can vary. In this case, Profit does not integrate the leave and absence with Profit Projecten.

Leave entitlement based on actual costing

Employees have a basic leave entitlement, for example 200 hours (25 days) per year This entitlement applies in the case of a full-time employment. If Profit determines the leave entitlement based on actual costing, Profit will determine the leave entitlement based on the actual number of hours worked. The calculation is explained separately.

You determine per hour type whether it entitles the employee to leave: This way it is possible that the 'Worked normally' does entitle the employee to leave, and the 'Travel time' hour type does not. The 'Absence' hour type can also contribute to the leave accrual, because the employee accrues leave during sickness.

For WTR there is a specific exception: an employee does accrue WTR entitlement based on hours worked but not on the basis of absence. You can set this up in the leave type you use for WTR.

Profit can update the leave entitlement immediately after entering the actual costing lines or after the approval of these lines. This depends on a setting in the leave type.

Accrue and use WTR via the actual costing

WTR entirely via the actual costing:

  • Certain hour types result in a WTR entitlement, such as overtime hours. You can set this up yourself in the properties of the hour type. If the employee enters hours using such an hour type, the time off in lieu balance automatically increases. The increase always is 100% of the hours entered. For example, 2 overtime hours result in an entitlement of 2 hours of time off in lieu.
  • You assign one hour type to taking time off in lieu (in the properties of the time off in lieu leave type). When using hours from the time off in lieu balance, the employee enters them using this hour type.

Profit can update the leave entitlement immediately after entering the actual costing lines or after the approval of these lines. This depends on two settings for the leave type: one for accrual and one for taking time off. It is therefore possible that the accrual happens only after the approval of the actual costing, while the time taken off is processed in the time off in lieu balance immediately.

Procedure

Also see