The following article explains how to record attendance in Personio. You'll also find out how recorded attendance affects the salaries of employees whose work is based on hourly rates.
A requirement for ensuring that your employees' attendance periods are recorded correctly is that work schedules are configured and assigned appropriately. Based on these schedules, Personio stores how many hours each employee is required to work on which weekdays. This is particularly important for ensuring the correct calculation of overtime and vacation entitlements.
Your employees' attendance can be easily tracked in Personio. This is done in the respective Employee Profile under Attendance, where each employee is able to enter their attendance periods manually, provided they have the required access rights.
The Attendance tab also features a dynamic attendance balance, which compares the working hours to be completed based on the employee's work schedule with the hours already worked in the given month. Click here to find out how Personio calculates the individual values.
The attendance table shows data on the daily start and end of work, as well as the length of breaks. Personio then calculates the number of hours worked per day from this basis. Deviations from an employee's standard working hours, for example in case of a medical appointment, can be noted in an additional comment. Approved vacation and sick leave days are automatically shown in the overview and not counted as deficit hours if overtime is tracked for the employee. Overtime and deficit hours are additionally shown on a daily basis.
As soon as the status is "Confirmed," the times are recorded in the system. This requires confirmation by a supervisor or the HR department, depending on how access rights are configured.
If the attendance periods entered into Personio by employees should, for example, be confirmed by a supervisor before being saved in the system, then it is important that the access rights are set up correctly (employees will need proposal rights for their own attendance data) and a suitable approval process is defined.
In this case, the status "Pending" appears once an employee has entered an attendance period in their employee profile. At the same time, Personio will send a corresponding approval request to the dashboard of the employee specified in the approval process – generally, this will be the first employee's supervisor. As long as they have enabled email notifications for approval requests in their personal settings, they will also receive a daily email listing open approval requests.
To approve the attendances that have been entered, the approver can click on the Attendance requests waiting for your approval button on their dashboard or on the corresponding to-do in order to view the attendance approvals overview page. There, the attendance periods can be approved individually or in batches.
Impact on Salaries for Employees on Hourly Rates
If an hourly salary is defined for an employee in Personio, the main salary for the months for which working hours have been recorded and confirmed is calculated automatically and shown accordingly in the Employee Profile under the Salary tab.
In individual cases, it may be useful to record the hours worked by part-time employees paid at hourly rates manually in the system. To do so, go to the Employee Profile and click on Salary. Click on the line you wish to edit to open the edit mode. Enter the working hours for the respective month, and the main salary is calculated automatically.
Salary Calculation for Absence Days
If the function Consider attendance days during absence periods as overtime? is activated for the relevant absence type (e.g. paid vacation), the hours worked on a scheduled day of absence are multiplied by the hourly rate according to the work schedule and counted towards the employee's salary for the month.
In this case, the daily rate of employees paid by the hour always relates to the work hours recorded in the work schedule.
For example: An employee works 20 hours per week from Mondays to Wednesdays (see above):
Vacation request for one week's leave: Mon–Wed --> 3 days
Attendance periods: 20 hours are recorded manually in the Attendance tab.
Click here to find out how to configure and assign work schedules.
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