Step 5: Configure and Assign Working Hour Schedules

After you have imported all the employee data and salaries into Personio and configured the preparatory payroll, you can now create working hour schedules. These play an important role in calculating vacation, for example. 

 

Why are working hour schedules important?

  • By creating working hour schedules in Personio, you can define how many days and hours your employees work.
  • Working hour schedules are important in order for personnel to calculate vacation correctly and to count overtime (this is particularly relevant for part-time employees).
  • Days that are not defined as working days, will not be considered as absent days, for example vacation or illness periods.

 

Setting up the working hour schedules

First of all, you should consider how many different working hour schedules exist in your company. Questions that you can ask yourself here are, for example: Are there part-time employees? And If employees are working for two days, do they only work on Mondays and Tuesdays, or are there other constellations?
Our Excel template (see bottom of page) provides help to describe all your working hour schedules. This is not intended for importing, but as a pure aid to avoid overlooking any working hour schedule.

To create your own working hour schedules, please follow the step by step instructions in our article How does the prorated vacation calculation work for part-time employees?, which lists the exact steps for configuring and assigning working hour schedules.

Sample working hour schedules

In the following example, we assume a company with three types of employees, who all receive 24 days off per year:

  • Employee type A: full-time with a 5-day (Mon, Tue, Wed, Thu, Fri), 40 hour week
  • Employee type B: part-time with a 3-day (Mon, Tue, Thu), 24 hour week
  • Employee type C: part-time with a 3-day (Mon, Tue, Wed), 20 hour week


A separate working hour schedule must now be created for each employee type, and then assigned to the respective employees.

Employee A (Full-time)

Employee B (Part-time)

Employee C (Part-time)

How many vacation days does the employee receive on 01. January?

5/5 x 24 = 24 3/5 x 24 = 14,4; so 14 3/5 x 24 = 14,4; so 14

Ex.1: Suppose all of these employees request to leave from Sun to Sat

-5 Vacation days

-3 Vacation days

-3 Vacation days

Ex.2: Suppose all of these employees request to leave from Sun to Wed

-3 Vacation days

-2 Vacation days

-3 Vacation days

Ex.3: Suppose all of these employees request to leave from Wed to Sat

-3 Vacation days

-1 Vacation day (Thu)

-1 Vacation day (Wed)

If you have part-time employees who work flexible hours on different days, a working hour schedule must still be assigned to them. This working hour schedule must contain the agreed amount of working days in the contract, as the holiday entitlement is calculated by the number of days of attendance. For example, a part-time employee working 3 days per week receives 3/5 of the annual leave quota and a part-time employee working one day per week receives 1/5 of the leave quota.

Assigning Working Hour Schedules

After setting up the working hour schedules, they need to be assigned to the respective employees. First, you can choose a default working hour schedule (e.g. 40 working hours per week), which will be assigned to all employees as a standard. Go to Settings > Attendance, pick a working hour schedule and click Make default schedule. Assigning other working hour schedules to employees can be done individually for each employee, or in bulk for several employees at a time.

When assigning working hour schedules to part-time employees the field "Since when?" always has to be set to 01.01. of the respective year, not to the employee's hire date. In Personio, accrual policies are usually built at the beginning of the year. Therefore, the working hour schedules must also be assigned starting on 1 January in order to allow a correct calculation of vacation days.

1. Individually Assigning Working Hour Schedules

Go to Employee profile > Attendance to assign a working hour schedule to an individual employee. Click change schedule, and choose the desired schedule.

Screenshot_Working_Hours.png

Choose_Working_Hour_Schedule.png

2. Bulk Editing of Working Hour Schedules

Use bulk editing to assign a working hour schedule to several employees at once. In the employee list, check the checkbox of the respective employees. Then, click Actions assign or remove work schedule, choose the desired working hour schedule, and assign it to these employees.

Screen_Shot_2018-12-21_at_10.23.23.png

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