Balances for Enterprise customers
For Enterprise customers, the customer's payroll system keeps the official balances. codeto report takes over the values through an interface, see Employee Ingest API.
What codeto report shows
The payroll system only updates the balances once a month, after the salary run. So that employees can still see an up-to-date value at any time, codeto report keeps calculating: it starts from the last value from the payroll system and adds everything reported in codeto report since then. We call this value the temporary balance.
If an employee reports 8 h of holiday, for example, codeto report immediately shows 8 h less, without waiting for the next salary run. After the salary run, the payroll system supplies a new official value and codeto report continues from there.
How the balances are made up
Every employee has three balances: Holiday, Prior-year hours and Overtime. Each of them consists of a starting value, what is added and what is deducted.
| Balance | Starting value | Added | Deducted |
|---|---|---|---|
| Holiday | the last value from the payroll system | depending on the variant, the monthly holiday entitlement | holiday taken |
| Prior-year hours | the last value from the payroll system | nothing | prior-year hours taken |
| Overtime | the last value from the payroll system | hours above the expected work time | missing hours when the expected work time is not reached |
All values are kept in hours.
The holiday entitlement
How holiday is transmitted is determined by the payroll system. There are two variants:
| Variant | Value from the payroll system | Monthly holiday entitlement |
|---|---|---|
| Yearly value in the starting value | already contains the holiday for the whole year | 0 |
| Separate monthly entitlement | contains the holiday credited up to that point | transmitted separately, for example 16.67 h |
With a separate monthly entitlement, the payroll system spreads the yearly entitlement over twelve months: 25 holiday days × 8 h = 200 h per year, i.e. 16.67 h per month. codeto report credits this value month by month.
In both variants, codeto report shows the holiday up to the end of the year or up to the recorded leaving date. Someone with 25 holiday days per year already sees these 25 days in January, not only in December. If an employee joins or leaves during the year, the entitlement is calculated proportionally. Holiday taken is deducted.
What changes a balance
codeto report continuously adds or deducts everything that is recorded:
| Event | Effect on the balance |
|---|---|
| An employee reports holiday | Holiday decreases by the hours reported |
| An employee takes prior-year hours | Prior-year hours decreases by the hours reported |
| A new month starts | with a separate monthly entitlement, it is credited. The Holiday balance shown stays the same, because it already contains the holiday up to the end of the year |
| For every working day | Overtime decreases by the expected work time of that day |
| An employee reports work or an absence | Overtime increases by the hours reported |
| An employee reports an absence with the balance type Overtime | Overtime does not increase; the expected work time is drawn from the balance |
| A public holiday | counts as expected time fulfilled for Overtime; a half-day holiday counts half |
Public holidays and absences are not counted twice for the same period. Anyone who additionally reports 8 h of holiday on a full public holiday does not receive an extra credit on overtime.
A report counts immediately once it is recorded, not only after approval. If a report is changed or deleted, the balance adjusts immediately as well.
Which balance an absence affects is set for each absence in the Balance type field, see Absence management. The accounts Holiday, Overtime and Prior-year hours are available for selection.
Example: holiday with a separate monthly entitlement
An employee is employed for the whole year and has 24 holiday days per year at 8 h each, i.e. 192 h per year or 16 h per month. For January, the payroll system transmits a value of 12 h of holiday left over and a holiday entitlement of 16 h per month.
| Date | What happens | Shown |
|---|---|---|
| 1 January | 12 h left over plus the holiday entitlement for the whole year, 12 × 16 h = 192 h | 204 h |
| 10 February | the employee reports 8 h of holiday | 196 h |
| 3 March | the employee books 16 h of holiday for July in advance | 180 h |
Holiday booked in advance is deducted immediately, not only in July.
Example: overtime
An employee has an expected work time of 8 h per day. Their overtime is 0 h at the start of Monday.
| Day | Reported | Expected work time | Overtime after the day |
|---|---|---|---|
| Monday | 9 h work | 8 h | +1 h |
| Tuesday | 8 h work | 8 h | +1 h |
| Wednesday | 6 h work | 8 h | −1 h |
| Thursday | public holiday | counts as fulfilled | −1 h |
| Friday | 8 h holiday | 8 h | −1 h |
Reporting exactly the expected work time leaves the balance unchanged. Reporting less draws from the balance, reporting more builds it up.
Turn of the month
After the salary run, usually in the first days of the following month, the payroll system sends through the interface:
- first the switch to the new payroll period
- then the new balances and holiday entitlements
The order matters because the new values are always dated at the start of the new payroll period. Until they arrive, codeto report continues with the previous values.
Reports the payroll system could not yet know about at the salary run, for example holiday that had not yet been approved, are compensated automatically by codeto report at the switch. This way nothing is counted twice or left out.
Corrections in the payroll system
If the customer credits, for example, a 10 h anniversary bonus in their payroll system, the next value from the payroll system is 10 h higher than expected. codeto report shows the difference as an "External adjustment" in the history, so it is clear where the hours came from. This entry is for information only; the new value from the payroll system already contains the 10 h.
End of the year
At the end of the year, the customer transfers the permitted part of the overtime to prior-year hours in their payroll system. Overtime starts at 0 in the new year. Which part may be transferred is described under Overtime, excess time and vorholzeit.
Good to know
- Approval: approval does not change any balance.
- No drawing into the negative: by default, holiday and prior-year hours can only be taken as long as the balance is sufficient. This can be changed per absence with Allow negative balance.
- Pending absence requests: a holiday request that has not yet been approved does not reduce the balance shown. The hours requested are, however, already reserved. If an employee has 40 h of holiday left and requests 32 h, they can only request 8 h in a second request, even though 40 h are still shown. The balance shown only decreases once the request is approved.
- Hourly wage: no balances are kept for employees paid by the hour; the value stays 0.