Balances for SaaS customers
For SaaS customers, the balances are kept only in codeto report. There is no second system, such as a payroll system, that supplies its own values. The balance shown by codeto report is the valid balance.
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 holiday for the whole year, including holiday left over from the previous year | nothing | holiday taken |
| Prior-year hours | overtime carried over from the previous year | nothing | prior-year hours taken |
| Overtime | usually 0 | hours above the expected work time | missing hours when the expected work time is not reached |
All values are kept in hours. How the starting values come about is shown in the holiday example.
Starting values
codeto enters the starting values for each employee:
- Holiday: the holiday for the whole year in hours, together with any holiday left over from the previous year
- Prior-year hours: any overtime carried over from the previous year
- Overtime: usually 0
If no other information is available, codeto enters the holiday according to the collective labour agreement (GAV) of the electrical industry, see below. Prior-year hours and overtime then start at 0. If the balances feature is switched on during the year, codeto deducts holiday already taken from the starting value.
Without other information, holiday for SaaS customers follows the GAV of the electrical industry, Art. 29. At a workload of 100 % it is:
- up to and including the 50th year of age: 27 working days
- from the 50th year of age: 30 working days
What counts is the calendar year in which the age is reached. For part-time work, codeto calculates the hours proportionally. If an employee joins or leaves during the year, holiday is granted proportionally.
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 |
| 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
An employee under 50 works 100 % and, according to the GAV, has 27 holiday days per year at 8 h each, i.e. 216 h. They carry over 12 h of holiday from the previous year. codeto enters a starting value of 228 h.
| Date | What happens | Shown |
|---|---|---|
| 1 January | starting value: 216 h for the whole year plus 12 h left over | 228 h |
| 10 February | the employee reports 8 h of holiday | 220 h |
| 3 March | the employee books 16 h of holiday for July in advance | 204 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 year
At the end of the year, the permitted part of the overtime is transferred to prior-year hours, and overtime starts at 0 in the new year. The holiday for the new year is entered as well. Which part may be transferred is described under Overtime, excess time and vorholzeit.
Change of workload
If an employee's workload changes during the year, for example from 80 % to 60 %, codeto must be notified at support@codeto.ch. codeto then adjusts holiday and expected work time. In future, this can be adjusted directly in user management.
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.