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Time registration: Hourly paid employees

Payroll hours, payroll hour rates

Ulrik Baadsgaard Christensen avatar
Written by Ulrik Baadsgaard Christensen
Updated over a week ago

Select time registration method

BitaBIZ supports 3 methods for registering payroll hours.

The 3 methods for payroll hours you can select between are:

  1. Employee must enter start/end time

  2. Employee must enter number of hours

  3. Employee must check in and out

The method an employee group must use is selected on the employees' policy.

How to select time registration method in the policy:

  1. Click "Setup admin"

  2. Click "Modules"

  3. Click "Edit" next to the policy or click "Add new policy"

  4. Open the section "Time registration - without hour bank".

  5. Choose 1 of the 3 methods.

Read more below about how the individual methods work:

The picture below shows the 3 different methods:

You can read more about how the individual methods work below:

  1. Employee must select from and to time
    📑 Read the user guide for entering the start/end time here!

  2. Employee must enter number of hours
    📑 Read user guide for entering hours here!

  3. Employee must check in and out
    📑 Read the user guide for checking in/out here!

Often asked questions:

  • Can I switch off the approval requirements for time registration?

    ℹ️ Yes, approval requirements for time registrations can be switched on or off.
    ​

  • Create hour rates for time registration using job codes.

    ℹ️ Access to register time on job codes must be activated on the policy. (This is described in the section "How to create hour rate job codes for payroll" below).

💁 When the registration method and approver flow have been clarified - the desired method for your time registration is saved on the policy. This is then valid for the employees linked to the policy.

How to create hour rates for payroll

💁Hour rates for payroll hours are created on Job codes

ℹ️Important:

  • For payroll hours, at least one hour rate must be created.
    ​

  • You can add all your different pay rates as job codes, depending on your needs. For example, name the job code: “Normal hours” or “Payroll hours”.

This is how:

  1. Click "Setup admin"

  2. Click "Modules"

  3. Click "Job codes"

  4. From here, you can create payroll rate job codes.

Read a more detailed guide on how to create payroll rate job codes below:

📑 Create payroll rate job codes for payroll processing

How employee selects an hour rate for time registration

Employee selects the relevant hour rate from the "Select jobcode" drop down menu, when creating a time registration.

Example:

ℹ️ Remember:

  • Access to job codes must be enabled in the employee’s policy before they can register time using them.

How to enable job codes in an employee’s policy:

  1. Click "Setup admin"

  2. Click "Modules"

  3. Click "Edit" next to the desired policy, or click "Add new policy"

  4. Open the section "Time registration – without hour bank"

  5. Make sure the option "Enable job codes" is turned on.

Employee access to time registration

The time registration method employees must use to register time is set on the policy.

Access to time registration is given on the employees' master data card.

How to give employee access to time registation:

  1. Click "Setup admin"

  2. Click "Edit" next to employee

  3. Open the section "Application access"

  4. In the section "Time registration" select "Without hour bank"

Focus on time registration

This setting determines the level of focus on working hours.

You can enable or disable access to statistics on time registration
​

Employee access to statistics and balances.

💁 This feature includes employee access to statistics and balances for time registration, as well as the level of focus on weekly, monthly, and yearly working hours.

📑 Remove focus on work hours

With the 4 steps below, your time registration for payroll hours is ready to go live!

  • Choice of time registration method

  • At least one hour rate job code has been created

  • Employees have been granted access to time registration

  • Focus on time registration

💁 We recommend that the user guide that describes your chosen time registration method is shared with your employees. Click here!

💁 Remember to also share your approver guide with your approvers. Clik here!

Checklist for Time Registration

Below we describe several options that can easily be activated to your time registration!

💁 You should consider if the below features should be activated to your time registration.

Paid sick leave

Do your hourly paid employees receive pay during sick leave?

For your hourly employees to receive pay during sick leave, they must register their sick days via BitaBIZ, just like your salaried employees.

📑 Read this article about setting up sick leave registration!

How to Setup Paid Sick Leave:

  1. Enter the standard hours to be settled for a sick day under the "Working week" tab on the policy.
    ​


    ​

  2. Enter the rate for sick hours to be settled in your payroll system in the "ID-number" field under the "Sick" tab.

​

With this setup, your employees will have their sick days settled in hours to your payroll system, where one sick day is equivalent to the standard hours for that day!

Alternative options to the above could be to use:

Payroll hours for payroll system

Payroll hours can be transferred to the payroll system.

📑 Read more about payroll export here!

💁 Hours that have been paid out are locked and therefore cannot be changed by the employee and approver.

Own paid breaks

Own paid breaks are deducted from the registered working hours.

📑 Read more about breaks here!

💁 Breaks can be targeted at different employee groups.

General notifications and reminders

Push notification for reminder to register hours

If an employee forgets to register hours, a friendly reminder is sent the following day.

💁 A notification is only sent if the previous day is a working day and is not booked with any absence.

ℹ️ This reminder requires that official work hours have been created. Because a day without official work hours set is a day off and no reminder is sent.

Guides to official work hours:

  1. Official work hours with start and end time

  2. Official work hours with net hours only

Live feed for checking out on current day

When the employee has checked in, a counter is automatically created on the front of the mobile screen that counts the number of hours checked in and with a direct link to check out.

ℹ️ This reminder is only supported by the check in/out time registration method.

SMS message for hours approval

SMS follow-up message for the approver if hours are not approved.

💁 Hours that are not approved are not included in the payroll export.

ℹ️ SMS text message. Option to add your personal company message in free text. On a selected date and time.

EU notifications

Push notification for the EU's 48-hour rule

💁 Automatic message follow-up to the approver and employee if the average hours registered per week exceeds a selected number of hours in a 4-month period.

Push notification for EU rest time rule

💁 If the rest period of at least 11 hours is not observed, a notification can be send.

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