Creation of Creating persons in the future & past

New employees aren't Often, new employees are not created in the system exactly on the day they jointheir start date. For this reason, Personalwolke Time supports different scenarios for recording a new person

in the

system

• retroactively or
• in the

• future

.

In our system, person master data records have a "Valid from" and a "Valid tountil" date. When a new person is created, this these data is are filled in automatically and cannot be changed manually. [Links will be added soon.]When creating a new person, it is also possible to activate time tracking.

To enable time recording into tracking in the past for subsequently retroactively created persons, the field "Start of time recordingtracking" must be set to a date in the past, see Activating time tracking retroactively.

Relevant parameters

The following parameters values must be entered under "Modules" ⇾ "Time recordingin the tab "Settings/Time tracking" in the person master record .

 A description of the remaining fields can be found under "Field Description Master Record"

(person screen).

Start of time recording

tracking

When you check the checkbox "Activate time recordingtracking" in the Modules tab "Settings/Time recording tabtracking" , you must be sure to enter the start date of time recording tracking correctly.   The start date of the time recording tracking must be set to the a day before BEFORE the day from which times are to be recorded in the system.!

The "Start of time recordingtracking" date must be in the past, i.e. at least the day before the day of entry. When entering
If you enter the current date, the date is automatically corrected to that of the previous day.

The use of Using a past date enables holiday makes it possible to enter vacation entitlements and other values to be entered , so that the a person newly joining the company has all the necessary time recording tracking values available in the system on their as of the start date.

Example:

• Entry Start date: per as of 01.01.
• Person is created in Personalwolke on 08.01.in Personalwolke
• The start date of Time Management time management must be set to 31.12. so that the time recording can start with times can be recorded from 01.01.

Entry Start date

When you create creating a person, you must specify the entry start date . This enables that this person can be displayed must be specified. It can then be shown in various evaluations.

Fictitious entry start date

The fictitious entry start date is necessary for the recognition of previous periods of service and for the consideration of holiday needed for crediting prior service periods and for taking vacation years from these previous periods of serviceprior service periods into account. If the collective agreement provides for a staggered holiday entitlement according to (previoustiered vacation entitlement based on (prior) years of service, this entitlement can be taken into account by entering the fictitious entry start date.

Example:

• Entry Start date: per as of 01.07.
• creditable prior periods of employmentservice: 6 months
• Fictitious entry start date: 01.01.

Examples of the personal systemcreating persons

Example 1: The employee is already in with the company and is created later retroactively in time recordingtracking:

1. Time recording tracking is activated by the entry date into as of a start date in the past. The postings bookings must then be entered subsequentlyretroactively, see Activating time tracking retroactively.
2. Time recording tracking is activated with as of the current point in time. AfterwardsAfterward, the balance values and vacation data (described below) must be updated manually added via the correction client (to be Correction-Client (found under Administration /   Time management / Correction client-Client).

1. 
   See Activating time tracking

Example 2: An employee newly joins the company:

1. The employee can be created in Personalwolke in advance in Personalwolke and only activated for time recording tracking on the entry start date.  
   Example: Entry Start date: 01.04.
   The employee is created on as of 25.03. so that the information already exists , and Personalwolke can be used . Time recording must then be activated in full as of the start date.
   Then, on 01.04. with the date , time tracking still has to be activated as of 31.03.
2. The employee can be created on the entry start day and time recording tracking can be activated on as of the previous day.
   Example: Entry Start date: 01.04.
   The employee is created in the system on 01.04.  and and the start date of Time Management time management is set to 31.03. This enables allows the employee to record his or her their working times and absences as of from 01.04.

Vacation entitlement

In the case of new For newly joined employees, the holiday vacation entitlement must be enteredspecified, as well as the "reference date for the additionadding", so that the new holiday vacation entitlement is added on the adding date of the addition. If the new annual leave vacation is credited per calendar year, you must enter 01.01 as the reference date for the additionadding. If the start date is relevant, the start date must be entered here.

If you create in Personalwolke an employee is created in the Personalwolke who is already in with the company, you must additionally enter the days since the last addition and possibly adding and, if applicable, the entitlement from the previous year or and the year before that must also be entered. These are entered in the correction client Correction-Client under Administration / Time management / Correction client[link will be added soon]-Client. There, the view must be switched to the daily view and the correct values must be entered on the first day of in time recordingtracking.

.

Example:

If Max Mustermann has entered joined on 01.01.2019 and is then created in time tracking on 01.04.2020 in time recording, the vacation values must be stored as follows:

• Holiday Vacation entitlement: 25
• Date Added Adding date: 01.01.2019
• Days since last addedadding: 31 (January) + 29 (February 2020, leap year)+ 30 (March) + 1 (current day) = 91 days   Holidays days
• Vacation used up in 2019: 8 days
• Spent vacation Vacation used in 2020: 7 days
• Remaining leave vacation previous year: 10 days
• Remaining vacation total: 35 days (10 remaining days from 2019 + 25 days from 01.01.2020, ; vacation days are always deducted from the oldest remaining vacation first until they are it is used up)

Aliquotation Aliquoting of the year of entry.joining

The parameter "Factoring Aliquoting of the entry year of joining" controls whether the leave vacation entitlement is to be added on a pro rata an aliquot basis in the first six months, and must be set to "legally compliantstatutory" for this.

Caution: If the employee is subsequently created retroactively in time recording tracking and the entry start date is not in the current year, then set this parameter to "No".

Example:

• Mr. Mustermann joined on 06.03.2019.  
• Mr. Mustermann's company has been created in the personnel cloud set up in Personalwolke since 01.01.2020.  
• Time recording tracking is therefore activated for Mr. Mustermann as of 31.12.2019.  
• If the factoring aliquoting of the entry year of joining is activated, the leave his vacation entitlement in 2020 is added to him in 2020 on a factoring on an aliquot basis.  
• As a result, he or she would not receive the defined 25 leave vacation days specified on 06.03.2020.
• In this case, the parameter "Factoring Aliquoting of the entry year of joining" must be set to "No".