Reports within the framework of the Absences & Overtime module can be found in several places in ZEP:
In the menu of a selected employee, administrators can create reports on compensation for overtime, leave, break overview, month-end report, and administer the employee's calendar.
Under reports > Employees, administrators can create reports across all employees: absence overview, absence requests, working times overview, annual overview of absent days, break overview, and month-end report. Additionally, the "Employment level" report changes here to availability level.
Each employee can create the following reports for themselves: absence overview, absence requests, work break overview, and month-end report.
Receive report automated
You can also schedule this report as an automated task. To do this, select the desired file format from the drop-down menu instead of preview and click the Run in background button. A pop-up window will appear in which you can specify the cycle.
The report will then be sent to your email address in the selected format and cycle. In addition, you have the option of sending the report to other email addresses as well (e.g. accounting, tax consultant). Separated by commas, unless otherwise specified under Administration > My Company > Email.
When executing immediately in the background, an email is always generated, even if the tables are empty.
Month-End Report
Each employee can find out about their current status regarding their working time, overtime, vacation days, remaining leave... via the path reports > My reports > Month-end report.
A user with administrator or controller rights can create this report for any employees; with the department module, the department can be specified. Additionally, when using the department module, the defined department heads can create this report for the employees of their departments.
The month-end report can be found via reports > Employees > Month-end report, as well as under Employees > [Employee Name] > Overtime & Absences > Month-end report. The preset period for this report is the previous month until the 15th of the month, and from the 16th of the month onwards, it is the current month up to yesterday or today (depending on your setting under Administration > Overtime & Absences > Settings); the default setting can be changed as desired, and the entire set period is always evaluated. In the results table, the period specified in the filter is listed even if it is in the future and no times have been booked yet.
Table overview (month-end report and maximum hours)
In the month-end report, the admin/controller/department head/employee sees, among other things, the hours worked and which absence reasons were booked for each day, as well as the deviation from the standard working time, i.e., plus or minus hours, or how many hours were worked on Sundays and public holidays (with surcharge).
A brief explanation of the individual columns:
Target hours
Calculation according to the employee's regular working hours, taking public holidays into account.Effective hours
Working hours and paid absence (vacation, illness) and surcharge (special times) minus any break regulations (breaks not observed).Working hours
Actually performed working hours. Can be higher than the target hours if overtime was worked.Booked absence reasons
In this column, all booked absence reasons per day are listed. Planned absences are also displayed (but not calculated).Paid absence hours
Calculated from the booked absence reasons that are stored under Administration Overtime & Absences > Absence Reasons in the category Paid Absence.Flexitime
If the booked absence reason is flexitime, the corresponding minus hours including the total are output here. (Please note: If the absence reason is, for example, vacation, no minus hours are incurred!)Under & over target
Other minus hours and plus hours are listed, also including the total.Holiday work
Working hours on Sundays/public holidays (if applicable with surcharge) correspond to the special internal times defined in the administration or with time surcharge if "show surcharges for holidays and special times as time surcharges and add them to the overtime account" is activated under Administration > Overtime & Absences > Settings.
If a break regulation applies, additional columns "in the sense of the break regulation" and "non-observed break regulation" are displayed.
The columns vary depending on the parameters of the applicable break regulation (e.g. definition of core working hours).
Compliance with monthly hour upper limits or compliance with weekly hour upper limits (optional):
If hour upper limits are defined for an employee (under regular working hours), corresponding data is displayed in this table.
If the following is set under Administration > Overtime & Absences > Settings: In addition to the overtime account, also show the sum of all payable hours (work, paid absence, annual leave, public holidays): The column "effective hours" changes to "payable hours"
Payable hours are the sum of: Working hours and paid absence (vacation, illness) and public holiday hours and surcharge (special times) and minus any break regulations (breaks not observed), if applicable.
Working times overview filter
With the working times overview, you can get an overview of the status of your employees' working times.
Can be found under reports > Employees > Overtime & Absences > Working times overview, provided you are an administrator.
If you use the Locations & Departments module, you can restrict the list of employees by department.
Optionally, you can display only those employees who have not complied with either their break regulation or a monthly/weekly upper limit by activating the corresponding checkbox. If you want to display only those employees who have violated their core time, activate the corresponding checkbox.
Specify whether the list should include employees with and/or without regular working hours. To do this, activate the corresponding checkbox.
Absence overview & absence requests
You can call up this report in ZEP in different contexts (employee-oriented). You can select by absence reason and status of the absence reason (approved/not approved) in each case:
Under reports > Employees > Overtime & Absences > Absence overview you receive an employee-oriented report.
The employee's personnel number is displayed in a tooltip. If you export this report to Excel, the personnel number is output in its own column (after employee).
You can call up this report in the preview, download it as a PDF, export it as Excel (optionally also as a monthly or annual overview) or CSV, or execute it as a task in the background and have the result file sent to you by email. You can also export the results table as Excel or CSV or subscribe to the absence overview as an iCalendar. This report can be found under reports > Employees > Overtime & Absences > Absence requests.
It lists all absence requests according to the set filter criteria. By selecting the radio button request period or absence period after the period, you choose whether the absence requests in the selected period should be displayed, or the absences requested in the selected period. Submitted absence requests can also be changed here using the pen icon (withdraw; administrator: approve or reject).
Balancing Overtime & Holidays
If you want to add or deduct overtime or leave for an employee, go to Employees > [Employee Name] > Overtime & Absences > Compensation for Overtime, Leave.
For each month, the following is displayed:
performed overtime
deduction due to non-observed break regulation (if a break regulation was assigned to the employee)
overtime compensated with salary (if contractually compensated overtime was set to active under Administration > Overtime & Absences > Settings and a corresponding value was assigned to the employee in their regular working hours)
balanced & credited overtime
hour surcharges (if time surcharges have been stored under Administration > Overtime & Absences Special Times or for public holidays)
overtime balance annual leave taken,
balanced & credited vacation days
balance of remaining leave
a remark if applicable
The displayed performed overtime and taken vacation days refer to the report period, i.e., if whole months are not reported, they refer only to the date range of the report period.
Balanced/credited vacation days and balanced/credited overtime always refer to the entire month, even if the month is not completely contained in the report period.
You can use the overtime adjustment in ZEP for the following requirements:
If you pay out overtime to an employee, enter the number of hours as balanced overtime.
If you compensate an employee for undertime, enter the number of hours as credited overtime.
If you are just starting with ZEP and your employee already has existing overtime or has taken vacation days, you can enter this here.
credited: an entered value is added to the overtime or leave account (e.g. employee is given extra leave)
balanced: an entered value is subtracted from the overtime/leave account (e.g. the leave or overtime was balanced through payment).
You can also balance or credit an employee's vacation days accordingly. The balanced/credited vacation days are taken into account when calculating the remaining leave.
Annual leave
In your own calendar overview under Absences & Appointments, as well as an administrator in the employee calendars under Employees > [Employee Name] > Administration > Calendar, you get an overview of the annual leave.
Displayed here are:
the remaining leave from the previous year
the leave entitlement
the total of all approved vacation days
the total of all balanced vacation days
the remaining leave for the current year
planned absences if applicable,
the overtime balance for the current day (depending on the settings for the employee and/or under Administration > Overtime & Absences)
Listing of absences whose approval is still pending.
An administrator (or department head when using the department module) has the option here to approve or reject the displayed absences. In both cases, the corresponding employee is informed of this via email.
Annual overview of absent days
Path: reports > Employees > Overtime & Absences > Annual absence days
With this report, administrators and controllers can view all absent days per employee over a year. When using the Locations & Departments module, defined department heads can display the absent days for the employees of their departments.
You have the option to set various filter criteria. You can specify months or absence reasons as the structure.
Structure by months shows the employees as rows and the months as columns.
Structure by absence reasons shows the employees as rows and the absence reasons as columns. In each case, the sum of the absences per absence reason in the period, converted into days, is displayed as the value. When an absence reason category is selected, columns are output for all absence reasons in the category, even for absence reasons without values. The value "0" is output as a space.
You can also have ZEP send you this report automatically and have it "run in the background."
Time Report with absences
The report "Time report with absences" can be created by every employee for themselves.
(Path: reports > My reports > Time reports > Time reports with absences)
An administrator or department head can call this up for one of their employees. (Path: Employees > [Employee Name] > Time reports > Time report with absences)
Here you can filter by period and optionally have the content output with subtotals, legend, and signature block.
The report lists all booked times according to the settings; public holidays and absences are displayed with the number of hours corresponding to the regular working hours on that day. Recorded hours on a public holiday or on a day with booked absence reasons are additionally displayed.
Degree of availability
Create a report on the availability level of employees in a defined period, structured by months or weeks, in different variants:
Without the Absences & Overtime module, the employment level is available to you here.
Employment level
This allows you to determine how your employees are contractually employed. The level is specified in relation to a full-time employee. You define full-time under Administration > Employees > Settings Number of hours per full-time working day for regular working time reports. A full-time employee is generally someone who always works x hours from Monday to Friday. The employment level refers to full weeks: if someone only works Monday, Tuesday, and Wednesday, then the employment level in each month is 0.6 (regardless of whether one month has more Mondays than another).
When using the Absences & Overtime module, the consideration is not on a weekly basis, but the average of all days (in relation to the full-time employee) is calculated. If someone only works Monday, Tuesday, and Wednesday, then the employment level is slightly different in each month because the months have, for example, a different number of Mondays. If someone always works 4 hours from Monday to Friday, then the availability level is always 0.5.
Availability level including consideration of unpaid absences Takes into account unpaid absences such as parental leave or sabbatical and corresponds most closely to the FTE (Full Time Equivalent) as it is usually understood. Absences such as vacation or illness or time off in lieu (paid absences) are not taken into account.
Availability level including consideration of all absences This is interesting if you want to determine how employees are actually available, taking into account all vacations and illnesses etc.
Overtime is not considered!