With the Absences & Overtime area you manage the overtime and leave accounts of your employees centrally in ZEP. You can define flexible absence reasons, compensate or pay out overtime, and create monthly working time and absence reports.
Product Line Availability
Note: Absences & Overtime are included in all product lines.
Permissions
What someone may do in the Absences & Overtime area is set under Administration > My Company > Roles & Permissions:
My Absences (Own permissions & my reports area): employees enter their own absences in the calendar and request absences that require approval via an application for leave.
Absences Overview (Own permissions & my reports area): shows the absences of all employees under My Reports.
Overtime & Absences (Employee area): view or edit overtime, absences, and breaks of other employees, for example as department manager for your own department.
Month-End Closing (Administration area): view and perform the month-end closing.
Administrators have all permissions.
Additional Menu Items
The area makes the following additional menu items available in ZEP.
Absences & Appointments
Under Absences & Appointments, employees record their absences such as annual leave, sick leave, or time off in lieu.
Employees
The area adds the overtime settings per employee to the Employee File, such as the checkbox Calculate and show overtime, the Balancing overtime and holidays menu item to the Employee Management menu, and Month-End Report and Work Break Overview to the Reports menu. Via Employees > [Employee Name] > Employee Management > Calendar, administrators and managers can also enter, edit, and delete absences for employees directly.
Administration > Overtime & absences
This tile in Administration contains the following menu items:
Settings: Basic configuration of the area, including the introduction date.
Absence Reasons: Definition of the absence reasons available for employees to choose from.
Holidays: Entry of public holidays for working time calculation.
Mail Templates: Templates for automated notifications relating to absences.
Special Times: time periods such as night or Sunday time that are shown separately in the Month-End Report and can optionally be rated with a time surcharge.
Note: The introduction date must be set in the Settings and confirmed with Change before the area can be actively used.
Administration > System > Month-End Closing
With Month-End Closing, working hours, overtime, and absences for all employees are stored and frozen on a monthly basis.
Warning: No changes can be made in a closed month. The Month-End Closing can be re-opened to allow subsequent corrections.
Administration > System > Tasks
With the area active, the area Administration > System > Tasks contains additional tasks:
Overtime remainder not met/exceeded: email to department managers or administrators when employees fall below the set number of minus hours or exceed the set number of overtime hours.
Reminder for applications for leave not yet processed: email reminder about applications for leave that have not been decided yet.
Reminder to lock for month: reminds managers who have not yet locked their employees for the previous month.
Additional Reports
The area adds new reports to several areas within Reports.
My Reports
Under Reports > My Reports > Overtime & absences the following reports are available:
Absences Overview: Summary of all recorded absences of the employee.
Absence Requests: Listing of all submitted absence requests.
Month-End Report: Summary of working and absence hours for a specific period.
Time Report with Absences: Detailed proof of hours worked, including absences in projects.
Work Break Overview: Day-by-day report of working hours and break compliance (only visible with an active break regulation).
Under Reports > My Reports > Time Reports the following additional reports are available:
Time Report Summary: Condensed summary of your own project hours for a period, structured by project and task. With overtime calculation activated, absences, effective hours, and overtime are additionally shown.
Time Report Detail: Individual listing of all your own project hours with date, start, end, hours, project, and task.
Projects
Absences Overview: Summary of all recorded absences of employees in a project – particularly relevant for project managers.
Employees
Under Reports > Employees > Overtime & absences the following reports are available:
Absences Overview: Summary of all recorded absences of selected employees. The report can be subscribed to as an iCalendar feed.
Absence Requests: Listing of all submitted absence requests of individual employees.
Working Times Overview: Detailed overview of all working hours, overtime, absences, and special times.
Provisions: Calculation of leave and overtime provisions per employee based on internal hourly rates.
Annual Absence Days: Listing of absence days per employee with filter function by reason for absence.
Work Break Overview: Overview of recorded break times per employee (only visible with an active break regulation).
Month-End Report: Summary of working and absence hours for a specific period.
Under Reports > Employees > Time Reports the following reports are available:
Time Report Summary: Condensed summary of an employee’s project hours for a period.
Time Report Detail: Individual listing of all project hours of an employee with date, start, end, hours, project, and task.
Dashboard Extensions
The area adds new widgets to the ZEP dashboard that display leave and overtime balances as well as open approval requests at a glance.
The following widgets are added to your personal dashboard:
Leave Balance: Shows the residual holiday of the current and previous year, the annual holiday entitlement, as well as approved and planned leave days.
Overtime Balance: Shows the current overtime balance. The widget is only visible if the overtime display is activated for the employee.
Open Absence Requests: For supervisors and administrators with pending approval requests, a widget is displayed that lists all open absence requests of employees.
Overtime of All Employees: Lists the overtime balances of all active employees. Department Managers only see their own departments. The list can be sorted by name or by overtime amount.
Distinction from other modules
Note: The data from this module feeds into several other areas of ZEP: With active HR integrations (Personio, HR WORKS, Sage HR), absences are automatically synchronized between ZEP and your HR system. Via the Accounting Export area (ZEP Operations and ZEP Business), paid-out overtime can be transferred together with personnel numbers and accounts to DATEV, Lexware, or a generic format. With the Locations and Departments module, absence and overtime reports can additionally be displayed per department.