Agreements

Updated 3 weeks ago by Leigh Hutchens

Agreements

This article is about working with agreements in People. Read more about setting up and managing agreement templates here.

List of people

You can see information about employee agreements in Neo. To do this, click on People:

The view displays the following information:

  • Employee name
  • Badge number
  • Contact information
  • Agreement name
  • Average nominal hours per week
  • Salary per agreement
  • Skills
  • Unit and section
  • Roles

Agreement tab in the details panel

You can add a new agreement and see more detailed information about the different agreements connected to the employee. You can do this inside the "Agreements" tab that is located to the right of "Employee details" in the 'Edit employee' side panel. To add a new agreement, click "Add new agreement", insert the correct information, and click "Save". You can also view the current agreement of the selected employee in this tab. The information listed below is available in the tab and, if the "Use template" checkbox is unticked, you can also edit that information.

  • Agreement template
  • Agreement name
  • From and to date
  • Salary
  • Employment rate
  • Advanced setting categories
    • Balance Period
    • Schedule period and working period
    • Rules for working time
    • Break rules and schedule changes
    • Break calculation rules
    • Salary adjustments
    • Social costs
    • Additional fields
    • Monthly hours
    • Time
    • Availability
    • E-signing

Salary

The "Salary" section displays the person's current, future, and previous salaries and their respective from dates. You can also see if the person is employed by the hour or if he/she has a monthly salary. If the person has a monthly salary, you can also see the custom divisor. This divisor is where the no. of monthly working hours is entered. The monthly salary is then divided by this divisor to calculate the hourly salary shown. If the "Use template" checkbox is unticked, you will see an additional section called "Agreement template values" where you can see salary information as defined in the agreement template for comparison purposes.

Employment rate

The "Employment rate" section displays the person's current, future and previous employment rates and their respective from dates. If the "Use template" checkbox is unticked, you will see an additional section called "Agreement template values" which shows employment rate information as defined in the agreement template for comparison purposes.

Advanced setting categories

Balance period

The balance period allows you to track an employee's scheduled and worked hours in relation to a long-term work quota. By way of example, this can be used to follow up on annual working hours of 2080 hours. The work quota can be defined over a span of either X months or X days, with a specified start date. Note that this can only be entered in the employee's main agreement.

Schedule period & Working hours

The Schedule period is set up by choosing if it should be based on X number of months or days and the start date of the schedule period.

The working hours are set up by defining the desired full time working hours in the period, the number of days in the period and the number of workdays per week. These values will then determine the nominal hours per day, e.g. 40 work hours in 5 work days = 8 nominal hours per day.

You can also set whether the nominal hours should be reduced for leaves by checking "Adjust for leaves". Another option is to use the work day model which is an alternative model for calculating nominal hours with the possibility to exclude Sundays.

Rules for working time

The "Rules for working time" section is used to enter different time rule types that apply to staff. The rules set up then help during scheduling and Quinyx will generate warnings when the rules are breached. The following options are available:

  • Max hours per day: The maximum number of hours for which the employee may be scheduled per day, before Quinyx issues a warning.
  • Per week: In this case, we have specified that the scheduled time per week may amount to a maximum of 48 hours.
  • Min rest: The minimum rest period, daily rest, is set to 11 hours in the example. The box on the right determines whether the rest period can extend beyond daily break (in which case the box is checked) or whether the total rest period must fall within the preset 24-hour period (in which case the box will be unchecked). In the latter case (with the box unchecked), there is no need for 11 hours' rest between work shifts, but the rest period can be taken any time during the 24-hour period, but not extending beyond daily break.

Example 1 : Checkbox is checked and daily rest is calculated over the daybreak (00:00) in this case the rest period is 15 hours and no warning will be given in the scenario shown in the below screenshot.

Example 2: Checkbox is unchecked and daily rest is calculated from 00:00 to the next occurrence of 00:00. In this case the rest period is maximum 8 hours and warning will be given in the scenario in the below screenshot.

  • Minimum hours/week: The minimum limit for the number of scheduled hours per week.
  • Free days: The minimum number of consecutive days off the employee is entitled to after working the maximum period specified in the field above.
  • Max days: The maximum number of consecutive days that may be scheduled for the same employee. Quinyx generates a warning if the employee is scheduled for more than these consecutive days.
  • Minimum rest/week: Just as with daily rest, you can specify how many hours of continuous weekly rest the employee is to have. E.g. 35 hours. Quinyx will also generate a warning in this case if the minimum weekly rest quota is not met.
  • Schedule bank holidays: If the agreement template covers people who work in a unit which, for instance, closes for every bank holiday, such as a head office, this box can be unchecked. You will then receive a warning about trying to schedule employees for days which are entered as bank holidays in Quinyx. 
  • Daybreak daily rest: This refers to the time for daily daybreak. This value set here will impact min daily rest, min weekly rest, max hours per day and max hours per week.
  • Minimum free weekends/year: This field can be used if the employee is entitled to have a certain number of weekends off per year.
  • Advanced time rules: If this checkbox, which is mainly used in Denmark, is ticked Quinyx will generate warnings if the following advanced time rules are not observed:
    • Maximum of 96 scheduled hours every 2 weeks.
    • Minimum of 4 days off during a 14-day period.
    • There must be at least 2 consecutive days off every second week.
    • Minimum of 5 weekends off during the previous 3 months.
    • Minimum of 1 weekend off every calculation period.
  • OT overrides UT: According to most collective agreements, a given hour worked by an employee can't give rise to compensation for both overtime and unsocial time. Compensation for overtime will take precedence over compensation for working unsocial time if this checkbox is ticked.
  • Allow override on overlapping shifts: Quinyx generates a warning if a shift is scheduled that involves overlapping times for an employee. By checking this box you can continue scheduling, in spite of this warning.
  • First day of the week: Specify the first day in a 7-day period. This period is specified so that Quinyx can monitor within which 7-day period the weekly rest quota is achieved.
  • UT threshold: Some collective agreements state employees must work a certain number of hours per week or calculation period for employees to be entitled to unsocial time compensation. This compensation will in that case be based on the relevant unsocial time periods. Unsocial time compensation will be generated only when the specified time limit is reached. When the time limit is reached, said compensation will also apply retrospectively to the whole period.
  • During days, Maximum days, With over hours: These three fields are used in conjunction with each other are only relevant for a few collective agreements. In these collective agreements, there's a rule saying that during a particular period, there's a limit to the amount of days during which the employee may work shifts exceeding a number of hours. As an example, the rule could say that during a time period of 10 days, a maximum of 3 days worked by the employee may contain shifts with over 10 hours. A warning is generated in Quinyx if the rule specified in these three fields is broken.
  • Min shift length: Click "Add" to add any rules on minimum shift length for which an employee can be scheduled. An example would be that the shift must be at least 6 hours if the shift starts anytime between 19:00 and 03:00.
Break rules and schedule changes

This section is split into two subsections and the first one is called "Rules for breaks". The functions here are:

  • Whether to calculate breaks as working time or not
  • Maximum work hours without breaks
  • Minimum break time
  • Maximum break time

The second subsection is called "Schedule changes" and allows locking the schedule changes X days/months/weeks in advance. This is used for instance if a collective agreement says an employee has the right to be notified about shift changes affecting him/her at a minimum 5 days prior to the shift in question taking place. Quinyx generates a warning if you make a change to the schedule with less notice than the defined value.

Break calculation rules

In the "Break calculation rules" section managers are able to set up specific break calculation rules for a specific person. This means different people within an organisation can have different break calculation rules. The default settings are created under the "Schedule" tab and the "Shift" types menu in Classic and it is also possible to set them up in the agreement template.

Salary adjustments

In the "Salary adjustments" section you have the possibility to set up salary adjustments based on the following criteria:

  • Employee age
  • Years worked
  • Personal additional salary
    • Enter from date and amount of the salary addition the employee should receive

When you want to add a new rule for salary adjustments based on age and number of years worked, you start by selecting a starting point for the calculation (the same month, exact date, or the next calendar month) and then click "Add". When you add a salary adjustment, you also have the option of setting a negative value in order to make a deduction, e.g. by typing -5 in order to reduce the basic pay by 5 Euro. Not placing a sign before the value counts as making an addition. If the pay is to be adjusted on the basis of age, for example, you enter a basic salary in the "Salary" section further up in the "Agreements" tab and then scroll down to the "Salary adjustments" section to adjust it. Do not add the actual salary under the "Salary adjustments" tab, only add the actual adjustment.

Social costs

Add: Adds another rule configuring the settings for social costs.

Quinyx can take social costs into account in order to increase the accuracy of calculated staff costs. Both social and leave costs can be defined, and these may vary depending on the age of the person. For this reason, it is important to specify the correct date of birth for all people in the organisation. Social and leave costs are added as a percentage of the person's standard costs. If these additional costs are missing from the employee's individual agreement, they will be taken from the agreement template. If they are missing from there as well, they will be taken from the unit settings.

It is possible to select a period where the staff's basic pay (monthly pay/hourly pay) is not to be included in the staff cost summaries under Schedule and Time. This function is used mainly in Norway.

Additional fields

The "Additional fields" section is made up of 5 standard text fields in the agreement_v2 table of additional fields. Both numbers and text can be inserted into the additional fields. The info will be included with agreement transactions via integrations.

Monthly hours

The "Monthly hours" section is used if you have different nominal times per month depending on season, for example. You can set an exact number of hours per calendar month.

Time

The "Time" section offers the possibility to setup various rules relating to punching and time reporting. The section is divided into three subsections - "Time rules", "Overtime and unsocial time" and "Punch & Webpunch deviations".

The "Time rules" subsection contains function such as "Type of reporting", "Auto attest for absence" and "Automatic punch out after (h).

First, a word on punching. Time can be reported by people either punching in and out or not. A punching terminal, mobile phone or web link is used when punching in/out.

  • In a punching terminal, the person clocks in/out by either
    • Entering his/her employment number
    • Swiping his/her magnetic card
    • Holding his/her tag against the terminal reader
    • Scanning a fingerprint
  • When punching in/out via a mobile, you can choose whether preset GPS coordinates should be used in Quinyx for location recognition. 
  • Web-based punching in/out on a computer, POS terminal or tablet is another option, provided that an Internet connection is available. The person punches in/out by entering his/her employment number or holding his/her tag against the terminal reader.

  • Type of reporting: This drop-down menu allows you to choose between the four different ways of reporting time in Quinyx:
    • The option Punching in/out and breaks means that you must not only clock in and out, but also punch in and out at break times. 
    • Punching in/out but no breaks means that you only punch in and out. Any scheduled breaks in their shift are automatically deducted from the time worked. Allowing people to punch in and out in Quinyx provides an easy, automated way of dealing with flex time and time off in lieu when the clocked time is shorter or longer than the scheduled shift. 
    • Deviation reporting means that people with this reporting method do not need to punch in or out. Quinyx goes by the employee's schedule and automatically generates punching in/out times which match the scheduled shifts' start and end times. That said, any deviations must be reported, such as leave, overtime or other additional hours beyond what is normal. The Deviation reporting function can preferably be used if it is not necessary to save the time worked at minute level, for instance, in offices or in businesses where punching in and out is more difficult in practical terms, as when working out in the field. 
    • The last time reporting option in Quinyx is Punching in/out without schedule.
If you switch to deviation reporting from any other type of reporting for any one employee, the punches for that person will appear automatically for already existing shifts next time you display the statistics variables "Actual sales cost" and/or "Expected staff cost" in Schedule.
  • Auto attest for absence: If this checkbox is ticked, all the approved leave periods will be approved simultaneously and will be included in the payroll file. In our case, we have chosen to check the box as we do not need to approve the leave already approved separately. 
  • Automatic punch out after (h): This function is useful for ensuring that no one will remain punched in by mistake in Quinyx. By setting this option to 12 hours, any person who has forgotten to punch out will automatically be punched out 12 hours from the punch-in time. In Classic, shifts that have been automatically punched out may have a warning frame in "Time - Time" depending on what settings have been activated in "Time - Parameters". In Classic's "Time - Parameters" menu you can also make it mandatory to correct punches that have been automatically created before attestation can take place.
  • Daybreak: This field controls the break for calculation of nominal working hours, overtime and additional hours over a period. 
  • Ignore leave reason in Webpunch 3: This checkbox should be ticked if the person is to be able to circumvent creation of leave in Webpunch when punching in late or punching out early. This may be useful in the case of flextime, for example. 
  • Allow punching on tasks: Tick this box if the person is to punch time on tasks planned for the shift. This will display an additional dialog in Webpunch that will allow the employee to choose the task for which they want to punch in/out. 
  • Payroll system: The correct payroll system is specified in the agreement template.

The second subsection in the "Time" section is "Overtime and unsocial time". It contains three parts, "Overtime", "Overtime methods" and "Unsocial time". The following functions are available in these three parts:

  • Flex time/Time bank: If this box is ticked, no overtime will be calculated.
  • OT/AT bank: If overtime and additional time is to be generated, select whether the default mode are for them to be paid or saved time off in lieu.
  • Allow user to ignore overtime in Webpunch: This box should be ticked if the person is to be able to ignore overtime in Webpunch in order to avoid generating overtime. The punch time is then rounded to the start/end of the shift. 
  • Overtime methods: This drop-down menu contains values that are configured under "Settings - Tables - Overtime methods" in Classic. In this drop-down menu, the values created in Classic can be selected to apply for the relevant agreement or agreement template. Remember that the order in which you select the overtime types from the drop-down is important as this influences the calculation. 
  • Unsocial time: If unsocial time is to be generated, select whether the default mode are for them to be paid or saved time off in lieu.
  • Late schedule change: Tick this checkbox if unsocial time compensation is payable on late schedule changes.
  • Type of unsocial time: Enter the type of UT that should be when a late schedule change is made, assuming the above-mentioned checkbox is ticked.

The third subsection in the "Time" section is "Punch & Webpunch deviations". It contains two parts, "Punch deviations" and "Webpunch 3 deviations". Just like in the subsections "Time rules" and "Overtime and unsocial time", the "Use template" functionality is used vigorously in "Punch & Webpunch deviations". One of the major advantages of Quinyx is that with optimum staffing and using Quinyx correctly, you frequently have the opportunity to maintain control over payroll costs. One useful function is the option for setting deviation rules.

  • Round breaks: This functionality is enabled with the time reporting method Punching times and breaks. You can also check the "Round breaks" box yourself. The following happens when this box is checked: 
    • Punched break is shorter than scheduled break: Quinyx will increase the punched-on break time to the scheduled break time.
      Note that the punch itself will not be changed when the break is rounded. Only the salary outcome will be changed.
    • Punched is longer than scheduled break - If the punched break is longer than the scheduled break the punched times will be as is. If multiple breaks are punched during the day, but only one is scheduled, all breaks are added together and the rounding will be based on the total break time. 
  • Add: This button adds a new deviation rule which needs to be configured. Configuration options are as follows:
    • Max difference: This means that the person may be a little bit late or leave a little bit earlier and nevertheless be paid for the entire shift. For example: The person is scheduled to work between 09:00 and 18:00. He/she punches in at 09:07 and out at 17:52. The max difference function in our example has a deviation value set at 10 minutes in relation to the start and end of shift. This means that the person has the option of clocking in up to 10 minutes late and out up to 10 minutes early, with a salary calculated from the shift's start time to the shift's end time.  
    • Rounding to shift start/end: Here, as an employer you can round off the time so that if a person punches in a few minutes early and out a few minutes late, he/she will only be paid for the scheduled times. For example: The person is scheduled to work between 09:00 and 18:00. He/she punches in at 08:46 and  out at 18:09. If the rounding function is not enabled, the time worked will be calculated from 08:46 to 18:09. If the person is also paid on an hourly rate, this means that, as the employer, you can pay an hourly salary for 23 minutes (14 + 9 minutes = 23 minutes) more than the scheduled shift. Using the rounding function means that Quinyx can automatically remove these additional minutes, based on a time frame which you define yourself. A rule of 15 minutes in connection with punching in and the same amount when punching out means that Quinyx automatically rounds the punched times to the start and end times for the shift, as long as the person clocks in or out within the defined time frame of 15 minutes. In the case above, the person's working hours will be calculated between 09:00 and 18:00, exactly as scheduled. 
    • Round to time interval: This is another rounding method. This method enables Quinyx to round punched times at different time ranges. Punches are rounded to a specific time range. It is possible to round up, down or to the nearest interval. It is also possible to specify whether interval rounding is to be applied outside, within or both outside and within the times for the shift. An example: 20-minute intervals are applied. If the person has a shift that starts at 09:00 but punches in 30 minutes early, the time will be rounded to 08:40. If the rounding method is "Down", the punch in time will be rounded to 08:20. If the rounding method is "Nearest", the  time will be rounded to 08:40 as it is always rounded up if punch is within the defined interval. Note that the same logic is applied if you have selected the "Inside" shift ratio. The only difference is that the rounding rules are applied "within the shift". If both time range rules and rounding or max deviation rules are applied, rounding rules will always take precedence over time range rules. By way of example, let's say we have applied both time range rules and rounding rules with the following settings: Time ranges of 6 minutes, punching in, rounding method up and outside the shift with rounding of 30 minutes. If, for example, a person has a shift that starts at 09:00 and clocks in at 08:32, the punch will be rounded to 08:38 in accordance with the new time range rules. However, if the person clocks in at 08:44 the rounding rule will apply, which means that the time will be rounded to 09:00.  
    • Indicator: You set an indicator, select a colour that is displayed around a timecard when the schedule and associated punches differ by more than a specified number of minutes.
Note that punch rounding doesn't work on manual punches, deviation reporting and punches that have been changed manually.
  • Create an approved leave: These radio buttons determine whether leave created in Webpunch, when the person clocks in or out, creates a leave application that needs to be approved by a manager. Creation of approved leave is the default setting.
Availability

In the "Availability" section, the admin generally configures that people are available for scheduling every week, 7 days a week. At an individual level you can then specify availability more precisely which is good if you have, for instance, minors, who are not allowed by law to work at night, or if we have a person who is available for work only on certain days of the week. 

E-signing

E-signature is an add-on service. Employment agreements can be created, signed and distributed digitally via Quinyx.

Add: Click this button to add people to the e-signing process if additional individuals should be added to the signing process than are specified in the agreement template. Please note you need to untick the "Use template" checkbox in order for the "Add" button to become clickable.

Assert that the contract is already valid: ticking this box sets the agreement as valid. This is turn removes the ability for you to start the e-signing process.

In the pane that appears, tick the "Signatory" checkbox if the person you're adding is an actual signatory of the agreement. For people that are only supposed to view the agreement, add them but leave said checkbox unticked:

After adding the person(s) of your choice, click "Save" at the bottom of the side panel. Refresh the "People" page you're currently on. You should see a star in the "Agreement" column of this page for the employee in question:

Click the star. The following pane will appear. Here, you can initiate the signing process as specified:

If you refresh the "People" page you're on again, you will notice the star next to the person you've initiated the signing process for has been replaced by an hour glass. This symbol indicates that the signing process is initiated:

Clicking the hour glass will bring up a pane displaying the status of the signing process. You also have the option of withdrawing the signing:

Once the signing process is complete, the hour glass will be replaced by a green tick followed by a "PDF" symbol. Clicking the green tick gives you the option of initiating a new e-signing process, whereas clicking the "PDF" symbol will download the signed agreement to the device you're currently using:


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