Payroll no. settings
Consecutive payroll no.
If this is given a starting payroll no. the system will auto-generate the next payroll no. whenever a new employee is added to the client.
Enforce a unique payroll no.
This is to ensure that no employees will have an identical payroll no. This includes active, ended and not started employees. This should be no matter if it’s auto-generated or a manual input. Employee should get an error if they try to add a payroll no. which is identical to that of another employee card.
Avoid reuse of payroll no.
This is to ensure that we do not assign a payroll no. that have been previously used on an active employee, a terminated employee or a deleted employee when we auto-generate a payroll no. This can be seen as an addition to the above settings.
Payroll number is permanent
This is to ensure that the payroll no. will always be the same for contracts no matter the employment type. So if an employee changes from being hourly to monthly (or the other way around) then they will keep the payroll no. on the new contract. However, important to note that they will be allowed to manually edit the number - the system just won’t auto-generate a new payroll no. This also means that if the setting is not enabled then we should always auto-generate a new payroll no. when an employee changes employment type. For the system to auto-generate the client needs to have “Consecutive payroll no.” enabled.
Keep Payroll No. when rehiring
This is to ensure that employees will keep the payroll no. from previous employment (no matter employment type) when performing the rehire action.
GDPR
Features surrounding GDPR setup can be located in the General tab within Genereal settings.
For users we have:
Anonymize data for resigned employees automatically
This function is enabled by default for all clients
Anonymize data for the resigned employees after X months
This function is by default set to 60 months (5 years). We do not advice to set it higher. However, it can always be advised to set a lower amount.
We have also implemented a logic to ensure that all users will get an end date if a department is closed within the system (meaning that there will be date set in the field “Inactive from” within the Department card. This will also ensure that the GDPR settings will get activated for the users as it is dependent on an end date.
When you set an "Inactive from" date on the department card we will:
Give active users a termination date if they have none or they do not have a future contract in an active department!
The termination date will be the date before the "Inactive from" date. This has been chosen as there will be no access to the department on the "Inactive from" date.
This means that if you select 2023-06-01 as the "Inactive from" date we will terminate users on 2023-05-31
Amend the contract_start_date if user has an upcoming contract in an active department that does not match the "Inactive from" date
We do above actions when we have passed the date that was set within the field “Inactive from”.
Example:
userA
contractA: startDate: 2022-01-01, endDate: 2022-12-31, shop: inactive
contractB: startDate: 2023-01-01, endDate: 2023-12-31, shop: active
terminating inactive shop (inactive_from: 2022-06-01)
userA
contractA: startDate: 2022-01-01, endDate: 2022-05-31, shop: inactive
contractB: startDate: 2022-06-01, endDate: 2023-12-31, shop: active
Employment %
This feature can be located in the “Employees” tab within General settings.
It has been developed to accommodate the Norwegian market. However, it’s also used by clients in other parts of the Nordics.
The setting will only be visible if the settings for “Personal settings for contract days per week” and “Specifying contract hours per weekday” are disabled.
ACCEPTANCE CRITERIA
If we have a value added for “Contract hours” and a value added for “Changes in salary” within Title based settings we expect to see the fields “Employment %” and “Annual salary for 100% employment” on the contract creation card
We expect to see 100 within the field “Employment %”
We expect to see this on the contract creation card as soon as the title has been selected
We expect to see the calculated value within “Annual salary for 100% employment”
We expect to see this on the contract creation card as soon as the title has been selected
If we have a value added to the title for “Contract hours”, but not “Changes in salary” within Title based settings we expect to see the fields “Employment %” and “Annual salary for 100% employment” on the contract creation card
We expect to see 100 within the field “Employment %”
We expect to see this on the contract creation card as soon as the title has been selected
We expect to see a calculated value within “Annual salary for 100% employment” as we provide a value for the salary field
We expect to see this on the contract creation card
Limit user visibility for non-admins
This feature can be located in the “Employees” tab within Genereal settings.
It has been developed to be compliant within the Spanish market. It is not allowed for employees to have access to any sort of employee card information for same or higher level titles, meaning this accounts for all tabs within the employee card.
NOTE: this also means that there will not be access to own employee card.
ACCEPTANCE CRITERIA
When an employee has permissions to the different tabs in the employee card for other employees the access should be limited to lower level titles
Given the employees have the same title level or higher we should prohibit access to the information
Same or higher level titles should not appear in the employee list and it should not be able to access the employee card
Given the user has the acting title “Administrator” we should not look at levels
Same behavior as we currently have for other areas