The employment contract: Schedule
How many hours do your employees work, and which days are you off?
How many hours do your employees work, and how do you handle public holidays?
Set up full time, part time and public holidays under the schedule tab in the employment contract in Kleer.
Full time or part time?
Kleer has predefined schedules for full time, part time and public holidays. Ask your Kleer consultant for help setting up additional schedules if what you want is missing. The schedule in turn makes sure that the monthly salary entered under the Salary tab ends up as the correct monthly salary on the employeeâs payslip.
If an employee switches between schedules, enter start and end dates on each schedule. Kleer then takes the history into account and calculates the average employment rate during the year.
What applies to full time?
Kleer automatically creates an employment contract that corresponds to 100% and 8 hours a day. It will not show a start date, as this applies until further notice.
What applies to part time?
Kleer has a number of standard schedules for part time, for example 50%, corresponding to 20 hours a week. These schedules exist both with the hours spread from Monday to Wednesday and from Monday to Friday. Depending on how many days a week an employee works, the vacation factor will change.
Which days of the week the employee works can of course vary from period to period or week to week, but choose the option that fits best. It affects how much absence the person can report in a day: if they work 4 hours a day on average, they cannot report more than 4 hours of absence. The person then simply has to spread the absence in the way that matches the schedule.
How does the schedule work for an hourly employee?
People who are paid by the hour should have a schedule in line with the employment contract agreed between employer and employee. For example, that you have an agreement of at least 4 hours a week or similar. Because an hourly employee does not report absence, only the time they work, it is easiest to use a schedule corresponding to full time. Then there are no limits on how many hours can be reported per day and so on. A tip is to use the Notes tab to document special parts of the contract that are not visible in the settings in Kleer.
If an employee works Monday to Wednesday and has 25 days of vacation, can they be off for 8 weeks?
No, 25 days corresponds to the same length of leave for all employees. The system uses something called the vacation factor. The vacation factor is applied so that vacation leave, regardless of employment rate, corresponds to 25 days. The vacation entitlement is unchanged, but when days are taken out, Kleer converts a day according to the vacation factor stated in the schedule. This is called net vacation.
Example
If an employee works 2 of 5 days, the vacation factor for that schedule will be 5/2=2.5.
This means that when the employee goes on vacation and takes out one day, that day will correspond to 2.5 days. This is so that a week for a part-time employee corresponds to a week for a full-time employee.
Do you use a time off in lieu balance and need to pay out time off in lieu to an employee?
If you use time off in lieu and want to settle it by paying out the amount, you can settle the hours here. What it generates in salary, you adjust manually on the salary report. When time off in lieu is taken out, no absence or worked time is to be reported. Kleer automatically counts the unregistered time as time off in lieu. Ask your Kleer consultant if you are unsure.