The personal reports are your self-view of your own times, receipts, travel, costs, assignments, absences, and time reports. You open the area via Reports > My Reports in the main menu; each report automatically filters on your own data. Which entries appear depends on your product line, the booked add-on modules, and your role. In ZEP Clock, pure working times are recorded without a project reference, which is why the project-related reports are named Working time… instead of Project time… there.

This article describes only your personal view. More extensive, cross-cutting reports with further views and use cases are described in the articles Employee reports, Project reports, and Customer reports, as well as in the report articles of the respective modules.

Depending on the licence, the first group is called Times, Times & receipts, or Times & costs. It bundles the reports about your recorded times and, with booked travel and cost modules, receipts, travel, and costs. Without the Absences & Overtime add-on module, this group additionally contains the Work Break Overview; with the module, you find it further below under Overtime & absences.

In ZEP Compact and ZEP Professional, the report is called Project Times Report and shows your booked project times with project, activity, date, duration, and comment. In ZEP Clock, it is named Working Times Report and lists your pure working-time entries.

You configure the table columns using the column icon and define the columns for the Excel and CSV export separately from the HTML view. The available filters are period, project, and activity.

Typical use cases from the employee perspective:

In ZEP Compact and ZEP Professional, this graphical report is called Project Times Chart, in ZEP Clock Working Times Chart. It shows your availability and the chronological course of your booked times. Availability corresponds to the standard working time minus public holidays and, with the Absences & Overtime module, the approved absences such as leave or flexitime.

You select the reporting period, the billability of the times, and the scale (automatic, day, calendar week, month, or quarter). The booked times appear as coloured bars per project; individual curves can be shown and hidden. The report is also offered as a CSV export.

Via the Receipts Report, you display your recorded receipts for any period. This keeps you on top of all receipts you have entered in ZEP and lets you check their completeness before billing.

The Meals report lists all meals, that is breakfast, lunch, and dinner, you have booked in a given period. You set a period; the output shows the number of meals per day, supplemented by a total row. Amounts are not shown, as these depend on the values stored for the locations.

Via the Travel report, you evaluate your trips. You select a reporting period and one, several, or all locations, and optionally set whether warnings about incomplete recording are shown. If you want to evaluate many foreign locations and only a few domestic ones, click the link all and then remove the locations you do not need. For the selected period, all trips are listed with start and end date, number of days, and work location; the report can be exported as CSV.

The Travel report is available with the Travel Expense Management add-on module. The module-wide view is described in the article Reports Travel Expense Management.

Via Cost Accounting, you create your travel cost statement for any period. By default, the previous month is preset before the 15th of a month and the current month from the 15th. Both checked and unchecked cost statements are shown. If you are an external employee with a credit-notes procedure, this entry is called Credit notes.

When creating the statement, the following are available, among others:

With the Document Generator module, you export the cost statement as a PDF, ODT, or Word file. As a result, you receive a list of the checked and unchecked cost statements in the reporting period.

If checked cost statements have been saved, they are listed per row with the tax-free and taxable subsistence costs before and after the meal deduction. The kilometres driven, the reimbursement amounts, and the receipts are added, as well as advance payments already made and amounts not yet paid out. Using the icons, you download the statement, call up a preview, or send it by e-mail.

In the header, the total amount to be reimbursed is shown both with and without value-added tax. Payments already made from the payment documentation are offset, so that the newly payable amount appears. The detail tables follow below.

For each day worked away from the standard work location, a subsistence cost is calculated depending on the location and the duration of absence. The table only appears if the administrator has stored a suitable calculation method under Administration > Settings > Travel expenses. If the setting show project column in the subsistence costs table is active, the project on which the subsistence costs were incurred is also shown.

With the German calculation method, if meals are specified, the statutory flat rates for breakfast as well as lunch and dinner are deducted; the percentage deduction always refers to the flat rate for 24 hours, even for shorter absences. With the Austrian method, the daily allowance is calculated analogously, except for locations governed by a collective agreement, where the meal deduction refers to the pro-rata daily allowance.

All receipts you have recorded are listed here and the amounts to be reimbursed are calculated. Invoices paid with the company credit card that contain a private share are also listed and deducted accordingly. The sum of the receipts is shown separately per VAT rate and per receipt type.

For trips with your own private vehicle, a mileage flat rate is reimbursed per kilometre driven. Trips with a company vehicle are also listed for the sake of completeness, but without mileage reimbursement.

The administrator maintains the base data for the travel cost statement as master data. For approval, the printed statement contains fields for department and cost centre, signature, and the notes approved, checked, and received or transferred; the signed cost statement serves as evidence for the tax office.

The Current clock-ins report shows, based on the coming and going clock entries, which employees are currently present. This way you see at a glance who is currently on site, for example to quickly consult a colleague or assess the team’s availability.

The Coming / Going report lists your coming and going clock entries for a period and thus makes your attendance times traceable. You see for each day when you arrived and left and can reconcile these times with your recorded working time, for example to clarify over- or undertime.

The Management group bundles reports and functions around your time data, disbursements, and your assignments to projects, customers, and departments.

In ZEP Compact and ZEP Professional, this report is called Project Time History, in ZEP Clock Working Time History. It shows chronologically which changes were made to your time entries when a project manager, department manager, or administrator records, changes, or deletes your time data. You select a period and receive all changes that were not made by you. Useful in case of suspected corrections and to trace external interventions.

The Disbursement Documentation lists all amounts you have been paid based on your cost statements. This keeps you on top of the reimbursements already made and lets you reconcile open against settled disbursements.

The export generates an Excel file of your recorded times, prepared for further processing outside ZEP. In ZEP Compact and ZEP Professional, the menu item is called Project Times Export, in ZEP Clock Working Times Export.

Via the import, you upload recorded times from a file into ZEP without recording them manually again. In ZEP Compact and ZEP Professional, the menu item is called Project Times Import, in ZEP Clock Working Times Import. The matching Excel template with a column explanation is available directly in the import dialog.

Via the Project Allocation, you see at a glance which project you are assigned to in which period and in which function. Optionally, you also display your assignment to the individual tasks.

You select a period and one, several, or all projects. If you hover over the blue allocation bars, you receive additional information about the task. The report can be exported in Excel or CSV format.

The Customer responsible assignment shows the customers for which you are responsible as customer manager. By clicking the link, you go directly to the data of the relevant customer. This way you keep track of your customer responsibility and jump straight into the respective customer data, for example to maintain contact persons.

The Department assignment shows the departments to which you are assigned as department manager. By clicking the link, you go directly to the data of the relevant department. This way you see which departments you are responsible for and jump straight into the department data, for example to manage your team members.

This group bundles the personal reports around absences, overtime, and the month-end closing. If the add-on module is active, the Work Break Overview described above also appears here.

The Absences Overview shows your planned, requested, and approved absences for a selected period. At a glance, you see which leave, sickness, and other absence days are recorded and which approval status they have.

Via the Applications for leave, you submit and track your applications for leave and other absences and see the status of each application. The complete application and approval workflow, including the leave account and overtime management, is described in the Absences & Overtime collection.

Via the Work Break Overview, you call up a report of your break times for any period. A configured break rule is required. If a break rule applies, more or fewer columns are shown according to the stored parameters.

Without a break rule, you see per day the start and end of the recorded times, the total hours, the sum of the pure working time, and the break as the difference between the two.

With a break rule, you see per day all values in the sense of the rule:

A second section additionally shows the actual working time, the excess working time, the resulting deduction, and the actual working time after deduction. This way you check compliance with the break rule at a glance.

The Month-End Report shows the balancing of a month for you personally. Per day, the target hours and the working hours performed are compared, supplemented by the over- and undertime against the standard working time, the flexitime, and the booked absence reasons. This way you see whether you are above or below your target for the month. You select a period and export the result as an Excel or PDF file.

Time reports summarize your recorded working and project times for a configurable period. Depending on the level of detail and the booked modules, several variants are available; all can be exported as PDF, Excel, or CSV and generated in the background.

As an employee, you typically use time reports:

Instead of the preview, you select a file format and run the report via Run in background; scheduled tasks are found under Profile > Settings > Tasks.

The overview provides a compact monthly view without individual bookings and is suitable for a quick figure overview at the month-end closing. Depending on the booked modules, it contains the following tables:

You specify how many hours per day should be used for the calculation; from this, ZEP calculates the column of the corresponding hour-days. Without the Absences & Overtime module, you only see the project times and, if applicable, the daily rate table.

Lists all individual bookings with date, project, activity, duration, and comment and is thus suitable as a detailed proof of performance for presentation to the customer. You select one or more projects and optionally a restriction to billability. For the print version, you optionally activate:

Lists all booked times plus public holidays and absences per day, each evaluated with the standard working time. This creates a continuous report that, in addition to the project times, also shows the absent days. The variant requires the Absences & Overtime add-on module.

Restricts a time report to one project with a selection of tasks. Every booked project time is shown; per task there is a grouping with a subtotal. The variant is particularly suitable for customer presentation in projects with task granularity. Optionally, you restrict to billability and show a signature block.

Aggregates all bookings per day and task into one row for one or more projects. Project times with an identical date, project, and task are combined, even if they were spread over several time segments. Optionally, you group the daily totals by activity.

Shows the daily rate portions per day according to the stored daily rate definition. It is an internal view that answers the question of which daily rates you would be credited with if billing were based on daily rates. The report is suitable for projects billed by daily rates instead of hourly rates. Optionally, you show the number of hours via incl. hours.

The project time report is the most formal time report and is especially important towards the customer. You create it for a single project and present it to the customer as a signed proof of performance, for example as an attachment to an invoice or at project completion. Only times booked as billable are taken into account.

The layout does not follow a fixed template but the settings under Project > Billing settings > Format of the respective project. This way, each customer receives the report in the format agreed with them.

When creating it, you select:

Typical use cases from the employee perspective:

Internal projects are not offered; use the Project Times Report for these.