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New EU legislation regarding time registration
New EU legislation regarding time registration

New features and updates for BitaBIZ time registration

Esben Hedegaard avatar
Written by Esben Hedegaard
Updated over a week ago

The new EU directive regarding registration of working hours

This summer, it will be mandatory by law that all employee groups inside EU must have access to a time registration solution.

The EU directive requires that all employees that do not already register their working hours must have access to a tool where they can register their working hours.

BitaBIZ will deliver a series of updates to BitaBIZ time registration solution before the new EU legislation comes into force.

The updates will facilitate the best possible time registration experience for your employees.

Our updates are built on top of our current time registration solution that has worked faithfully for our customers for many years.

BitaBIZ time registration as we know it today...

We start by reviewing the time solution BitaBIZ delivers today. Because it is the starting point for the updates that are underway.

BitaBIZ customers can select between 3 different time registration methods:

  • Only register the number of hours worked

  • Register work hours with start and end time

  • Daily check in/out

πŸ“‘ User guides

The time solution also include these features:

Own paid breaks can automatically be deducted from the registered time.

πŸ’ Different employee groups can have different breaks.

Time registrations can be transferred to payroll processing.

πŸ’ When payroll hours are processed they are locked as paid out.

Automatic SMS follow-up to the approver if payroll hours are not approved before monthly payroll processing deadline.

πŸ’ Hours pending approval are not included in the payroll export.

Time can be registered on job codes that can be targeted departments.

πŸ’ The last selected job code is remembered for the next time. If there are many job codes, a search function is available.

Working hours or project time can be registered for a selected period.

πŸ’ For example, 2 hours every Monday and Thursday from 9:00-11:00 throughout February.

Work hour registrations cannot overlap.

πŸ’ It is the details, which we don't think about, that a time solution with many years of experience delivers.

BitaBIZ time registration include overview

The solution provides a transparent overview of recorded time for both employee, the approver and the administration.

Employees' calendar:

Sum of time registered per day, week, month and year.

πŸ’ If registrations are pending approval, this is marked in red.

The Approver and Payroll admins Team calendar:

Time entries are displayed in the timeline.

πŸ’ In the shared Employee Team Calendar, only checked in employees are shown (who is at work)

Approval from mobile, web and Outlook

Time registrations can be approved from the pending approval list, the employee calendar or from the Team Calendar:

πŸ’ An automatic e-mail communication flow is activated when registrations are created, deleted or approved/rejected.

New time registration features and updates coming up

Below we show the planned improvements to the BitaBIZ time registration solution.

They will be continuously delivered during the coming period. Hence, before the new legislation is implemented this summer.

πŸ†• New registration method

New alternative to the 3 registration methods described above that BitaBIZ already supports.

Our current 3 methods all fall into the category "daily active registration" required.

The new alternative is editing the automatically created standard work hours.

Hence, employees only have to edit their work hours if there is a deviation from the agreed standard work time.

The new method is particularly targeted at the new staff groups who are now going to start with time registration. Many of them for the first time.

We call the method: "Edit today's standard time only if deviation".

The employee only have to click edit to change the standard work hours registered automatically in advance.

πŸ†• Different registration methods for different employee groups

With the new registration method "Edit today's standard time only if deviation", BitaBIZ will have 4 registration methods to select between.

As it is now - the method you select applies to all employees.

Likewise, if approver flow is activated, it applies to everyone.

With the upcoming update, it will be possible to select between different methods for different employee groups and enable or disable approver requirements for an employee group.

Example:

  • Setup 1: "Edit the standard time only if there is a deviation" for fixed paid employees and without approval requirement.

  • Setup 2: "Check in/out" for hourly paid employees and with approval requirement.

  • Hours created by hourly paid employees are payroll processed.

  • Hours created by fixed paid employees are not payroll processed.

πŸ†• Time registration and leave & absence in interaction

When BitaBIZ time registration is used together with BitaBIZ leave & absence, an accurate count of the number of hours worked is achieved, as well as the number of paid leave & absence hours.

Vacation, leave types, bank holidays and sick days automatically remove standard work hours.

πŸ’ In the example, the employee has worked 22 hours in week 23. The week contains 2 absence days.

πŸ†• Notifications: Push notifications & live feeds

Whether time registration is for payroll or implemented to comply with the new EU legislation, the primary challenge with time registration is always to remember to register.

Smart notifications will help employees to get a good start with time registration primarily because they help them to remember.

Therefore, the mobile app is updated with push notifications linked to the time registration method used by the employee.

Remember to check in today?

Remember to check out!

Create work hours today?

Edit your work hours today?

πŸ†• Dealing with the new EU 48 hour rule

The 48 hour rule of the European Union (EU) states:

"Employees may not work more than 48 hours during a week".

To meet the new legal requirement, time registration gets a "balance box".

It shows how many hours registered during a week, as well as the new balance if a new registration is created:

πŸ’ We know the "balance box" from vacation, hour bank and day bank modules. It shows how many days/ hours are available.

If the balance in a week exceeds 48 hours, an "alarm" can be triggered, where both employee and approver are informed:

The Employee calendar provides a quick and accurate overview of the sum of registered time.

To this overview we add a visual view that shows if there is a deviation from the selected time policy:

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