How can I send the hours of fixed contracts via the integration (with a .cvs file)? This article explains how you can send the hours of fixed contracts via an integration with: HR2day, Easylon or SecureX.
Sending the hours of fixed contracts is divided into unproductive hours, surcharge hours and sending surplus hours. Worked hours will not be sent as employees with a fixed contract have a fixed number of hours. These actions require some focus and are described below per section:
Step 1 Sending unproductive hours
Manager(s) add unproductive hours in the unproductive layer(s), such as (long-term) illness, holidays and leave. These can be sent. (in this example we show HR2day)
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Go back to Office and choose Hour registration;
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Click on the hamburger menu;
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Select the unproductive layers (no schedulelayers!) you want to send;
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Choose the desired period, by selecting a start date and end date;
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When registering hours, choose Unproductive hours for sending permanent employees (HR2day) (only select the unproductive layers);
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Important, change filter to All hours;
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Click on Calculate;
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Check the hours for correctness and any reports;
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Click on the € logo (top right of the page);
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Check the warnings;
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Then click on: Download the hours as a CSV file
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A file is now being exported. You can upload this file in HR2day
Step 2 Send the surcharge hours:
The set allowances (such as night allowance, public holiday allowance) can be sent. (in the example HR2day).
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Go back to Office and choose Hour registration;
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Click on the hamburger menu;
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Select the schedule layers you want to send (you can select all layers);
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Choose the desired period, with the start date and end date;
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At hour registration, choose Sending allowances for permanent employees (HR2day)
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Important, filter on Allowance hours (if you do not do this, the worked hours will be sent and employees will be paid twice);
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Click on Calculate;
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Check the surcharge hours for correctness and any reports;
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Important, the surcharge hours are only visible in the list view!;
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Click on the € logo (top right of the page);
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Check the warnings;
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Then click on: Download the hours as a CSV file;
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A file is now being exported. You can upload this file.
Step 3 Paying out surplus hours
If your employee(s) with fixed contract have surplus hours and you want to send them to payout. Paying out surplus hours starts with the surplus/shortfall hours overview, where you can make a correction in the overview and send the surplus hours. (in the example HR2day).
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Click on Office and choose Surplus/shortfal hours;
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Click on the magnifying glass left of an employee's name;
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Click in the corrections column in the line of a specific week on the titled triangle-icon;
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Select the date the day you want to pay the overtime (within the period in which you want to send this);
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When correcting, enter the number of hours you want to pay out with a - before;
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At type you choose Payout;
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For example, enter the period in the explanation. This is for yourself as a reminder and is not required;
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Click on Save.
Sending overtime pay
To send the overtim hours, follow these steps:
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Go to Office and choose Hour registration;
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Click on the hamburger menu;
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Select the schedule layers you want to send (you can select all layers);
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Choose the desired period, with the start date and end date;
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At hour registration, choose Surplus hours to send permanent employees (HR2day)
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Important, filter on Surplus hours (if you don't do this, the hours worked will be sent and employees will be paid twice);
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Click on Calculate;
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Check the overtime for correctness and any reports;
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Click on the € logo (top right of the page);
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Check the warnings;
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Then click on: Download the hours as a CSV file
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A file is now being exported. You can upload this file.
NOTE: The hours can be exported multiple times from L1NDA and imported into your hour registration. Depending on the settings in your hour registration, with a new import with the same or overlapping data, the new data can be added, changed or replaced. Please contact your hour registration about this.