SameSystem support several ways to calculate contract hours and contract days based on the country and type of employee. Both the visuals in the user card and the balance calculations in the schedule can be affected by the chosen calculation type.
These are the overall calculations (which each have their own sub-settings) that will be explained in this article:
Contract hours per week - this is the default one.
Contract hours per day - this one makes it possible to set the contract hours on specific days in the week, such as 5 hours on Tuesday and 8 hours on Friday.
Contract hours per year - this one calculates the contract hours for a full year based on country specific rules, such as the Spanish annual maximum.
Contract days per year - this one calculate days instead of hours, and is calculated for a full year based on country specific rules, such as "Forfait Jour" in France.
Contract hours per week
This is the default contract hours calculation method in SameSystem, but it has comprehensive configurations - making it both easier to use in the user card and modifies the way it's calculated in the schedule itself.
The User Card
The standard setup solely consists of a "Contract hours per week"-field, as seen below:
The contract hours per week is applied to the schedule on the basis of the contract days per week (which also affect the absence calculations). Most clients simply rely on the global setting found in Menu - Administration - General Settings, but for some clients it can be necessary to define the amount of days per week on an individual level. That setting is called "Personal settings for contract days per week" and enables the following field in the user card:
Another way to work with contract hours is by utilising employment percentages, which is often used in Norway and Sweden. Below is an example of the "Employment Percentage - Annual" setting, which can be enabled from the Menu - Administration - General Settings.
This makes it possible to only adjust the employment percentage, which in turn will update the contract hours per week and the monthly salary. The monthly salary is derived from the annual salary, which is how much the given employee would earn for a year on full time.
There's also another version called "Employment Percentage - Monthly", where the "Annual Salary"-field is replaced with a "Fulltime Monthly Salary"-field.
Calculations in the schedule
There are three ways the contract hours per week are calculated in the schedule, which briefly will be explained here:
Contract hours per week are per default converted to daily contract hours based on the contract days per week. These are then applied as "hours to work" in the schedule based on the available working days per week. For instance, if an employee starts on a Tuesday, and has 6 days/week, then the employee will still be expected to work the total contract hours per week, as there's 6 days from Tuesday through Sunday. If the employee had started on Wednesday or if Sunday would've been closed, then the employee should only work 5/6th of the full contract hours.
It's possible to make this calculation more rigid, so it doesn't look at all days in a week, but from Monday to Sunday based on the amount of contract days per week. If we take the example of 6 days/week, then it'd only calculate from Monday through Saturday, so if the employee starts on Tuesday, then it'd only calculate 5/6th of the full contract hours, which is different than above.
The last option is the most rigid one, as it applies a fixed monthly calculation, taking the contract hours per week and multiplying with 4,333 (the average weeks per month). This means the employee is always expected to work the same amount of hours per month, regardless of whether it's a January (31 days) or February (28 days).
Contract hours per day
This calculation type can be applied for specific job titles or as an option that can be enabled for any individual employee. The setting is "specifying contract hours per weekday" and is enabled from Menu - Administration - General Settings.
The User Card
When the "Specify contract hours per weekday" is enabled, the "Contract hours per week"-field will be disabled, and instead there'll be dedicated fields for each weekday, where the contract hours can be applied.
Calculations in the schedule
The calculation shares similarities with the regular contract hours per week, as it in many ways simply sums up the daily contract hours into contract hours for the week. However when it comes to the "Hours to work", then it only calculates the hours from the weekdays that are present, so if an employee is set to work 8 hours on Mondays, and start on Tuesday, then these hours are not calculated as "Hours to work".
Contract hours per year
Will be added when the feature is live in March.
Contract days per year
Will be added when the feature is live in March.
Help & Support
If you have any questions or concerns, please do not hesitate to reach out to our Support-teams.
📲 App: Click More, followed by Contact support.
🖥️ Web/PC: Click on the blue bubble at the bottom right corner.