This article tells you how to add absence balances & ensure your employees can register and access them.
Introduction
When you start using TimeChimp, we set up an Internal Project for you by default with the tasks 'leave', 'sick' and 'special leave'. But in many organisations, this is not enough. For example, you want to offer a balance and activity 'paternity leave' for the colleague who has just become a father and wants to keep track of how many hours he can still spend with the little one. Or write a 'short-term care leave' for the person who helps his parents at home a little extra.
Manage Time-off types
To manage your leave pots/ absence types, go via Manage> time off types to find the leave and absence types your organisation deals with. So there are 2 types of absence types;
1. Leave
2. Absence
Choose + New absence type to add a new leave balance type.
Note: make sure to tick 'Create task for this time off type' so that you can then actually register on this balance afterwards to be able to register on and/or add as task to a project.
Task settings
After clicking 'Add', you will automatically proceed to the next window containing the task settings. These can also be managed separately via Settings > Activities > Edit activity.
General
If you want to easily find the activity later in reports, you can assign an activity label here.
The code field is used for exporting data to other software and ensuring it links to the correct general ledger account.
The Payroll package hour code field connects with HRM systems such as NMBRS and Loket.
Settings
Activities for absence types are rarely tasks that should be added to every project. Under 'Absence balance', check whether the activity will be deducted from or added to the correct balance and at what percentage.
If applicable, select the overtime balance for activities where you want hours to be deducted from built-up overtime (e.g., 'Time for Time' / TOIL).
Financial
These types of activities are rarely billable by default. Only fill in the financial settings if the activity is actually billable to a client.
Projects
Select which projects this activity should be added to.
How do I set up 'Time for Time'?
First, create a Task called 'Time for time'.
In the activity settings, indicate that this activity affects the overtime balance.
Enter the desired percentage and select 'Subtract'. Usually, this is 100% if you want the hours registered under this activity to be fully deducted from the built-up overtime balance.
Link the 'Time for time' activity to your internal project so employees can register their hours.
Done! Your employees can now register their 'time for time', and the registered hours will automatically be deducted from their overtime balance.