Knowledge Center

WHL Administration

This section explains the administrative tasks to set up the WHL system.

Time types

Time Types (TIMETYPE) are used to connect salary, and absence codes in the wage payment system with predefined time types in RamBase. The wage payment system is the external system that is administered by the compensation managers. Customer defined types may be created from the predefined RamBase types to facilitate local needs for special salary codes.

Create a new variant
  1. Enter TIMETYPE in the Program field and press ENTER.

  2. This opens a list of time types.

  3. To add a new time type, click the Create a new Time Type icon in the lower left corner.

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In the Time Type Definition window:

  • Select Time Type (Select among existing time types from the RamBase system).

  • Optionally enter Salary Code Monthly (Local salary code for monthly paid employees).

  • Optionally enter Salary Code Hourly (Local salary code for hourly paid employees).

  • Optionally enter Absence Code Monthly (Local absence code for monthly paid employees).

  • Optionally enter Absence code Hourly (Local absence code for hourly paid employees).

  • Optionally enter Percent.

  • Optionally enter Customer Code (Optional code used to distinguish between variants of the same time type).

  • Enter Description (Add a name or a descriptive label for the time type).

  • Optionally select IN or OUT.

  • Click the Confirm button.

Work arrangements

A Work Arrangement (WAR) is a description of how a company regulates the use of flex time, overtime, and allowances. Normally, the rules will differ for various job types within the same company, such as operators, planners, managers, secretaries, etc. In addition to arrangements for ordinary work days, special regulations are often required for public holidays. Hence, a single group of employees will normally share work arrangements that are described in one or more work arrangement documents. The collection of work arrangement documents that are shared by a single employee group is called a WSR. The documents, which are called WAR documents, describe all the work arrangements that have been settled for the group.

As a help to create WAR documents, it may be useful to prepare a list of the most common job types and their respective WAR documents.

Work Arrangement Documents

A Work Arrangement document, (WAR), is a document that describes the company's work regulations for a particular job type, such as operator, planner, purchaser, manager, secretary, etc. The document holds information that is used to compute the salary and any allowances that goes with the job. To list all WAR documents that belong to a certain group:

  • Enter WAR in the Program field and press ENTER.

  • In the Work Agreement Menu window, select a WAR to see the relevant documents.

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To create a new WAR document:

  • Click the Create new icon.

In the Work Arrangements window, fill in the fields, section by section, top to bottom, from left to right as follows:

General section
  • Valid from: Enter the date when the document will be activated.

  • Valid to: A valid to field becomes visible on the document as soon as the document is replaced by a new one.

  • Group: Assign the WAR document to its WSR. Alternatively, you may click the Create new icon to create a new WSR.

  • Category: Select Ordinary or Shift work.

    • If you select shift work, an additional field becomes visible where you must select a shift cycle.

  • Type: Select Ordinary, Public holiday, or Temporary.

    • If you select Public holiday, an additional field becomes visible where you must select the name of the holiday.

    • Use Temporary whenever you need to handle temporary changes in the work arrangements, such as graded sick leave periods, or change of jobs.

  • Description: Enter a descriptive name for the WAR document. This is very important in order to recognize the document in menus and lists.

  • Shift Cycle: Select Every week, Every 2. week, Every 3. week, or Every 4. week.

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Salary rules section
  • Pay category: Select Monthly, Hourly, or No payment.

  • Paid lunch: Tick if lunch time is included in the work time.

  • Lunch duration: Tick if lunch time is included in the work time.

Flex time rules section

Flex method: Select No flex or Full flex. See description below:

  • NO FLEX means that any work time in excess of ordinary work time will be disregarded when the salary is computed.

  • FULL FLEX means that all time in excess of ordinary work time is to count as flex time.

Overtime rates

This section describes the ordinary overtime rules. It is not unusual to find several set of rules for a single week, such as one set of rules for workdays, and another set of rules for weekends. Special overtime rules for public holidays for instance must be treated as allowances and described in the allowances section instead.

  • Valid for week: Select the week that the overtime rates are valid. Select ALL if the same rates are valid at all time.

  • Valid for days: Select the days of the week that the overtime rates are valid.

  • Hours in excess: Enter a time in the format hh:mm to indicate the amount of excess time that must pass before the overtime rate comes into effect. Normally one would get 50 % overtime from the very first second after ordinary work hours. If this is the case, enter 00:00 in the Hours in excess field. If one gets 100% after 4 hours in excess, a second line must be added with the Hours in excess field set to 04:00.

  • Overtime percent: Select a time type that corresponds to the relevant overtime percentage.

  • Type: Select BEFORE, AFTER or TOTAL to indicate how overtime is to be calculated.

    • BEFORE means that the overtime must be earned before ordinary work hours.

    • AFTER means that the overtime must be earned after ordinary work hours.

    • TOTAL means that overtime is the total time in excess, no matter when earned.

Allowances section

Allowances represent any remunerations that are paid to employees to compensate for specific inconveniences during work. Allowances can be added via a popup windows as explained below. However, any allowance must first be defined both in the external wage payment system, and as time types in the WHL-system.

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To add an allowance to a WAR document, in the WAR document window,

  • Click the Add Allowance icon under the Allowances section.

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In the Allowances window, fill in the fields as follows:

  • Valid for week: Select ALL or a week number.

  • Valid for days: Select the days for which the allowance is relevant - Mon-Sun.

  • Valid for month: Select the month(s) that are relevant. Select December for a special allowance on the 24th.

  • Valid for day no: Select the specific day(s) that are relevant within the chosen month(s). For instance the 24th of December.

  • Code: Select the allowance time type from the TIMETYPE register.

  • Type: Select the appropriate option regarding type. An allowance may be based on a fixed quantity, or it may be based on hours worked.

  • Qty: If the type is based on a fixed quantity, a Qty field becomes visible. Enter a value that corresponds with the "fixed quantity" option in the Type field.

  • From time: Optionally enter a time on the format hh:mm. Only applicable if Type is based on hours worked.

  • To time: Optionally enter a time on the format: hh:mm. Only applicable if Type is based on hours worked.

Modifying WAR documents in status 3

When a WAR document is registered, it will remain in status 3 until the Valid to date is reached and the document is set in status 4. As long the document has status 3, its content may be modified:

  1. Open the WAR document.

  2. Press F12 to open the action menu and choose the Edit (unactive) ST1 option.

  3. Make the necessary modifications to the content and save the document again by pressing Ctrl + s.

Then register the document:

  • Press F12 and choose the Register St=3 option.

Modifying WAR documents in status 4

When the Valid to date is reached, the WAR document becomes activated and used to create the basis for calculations in the external wage system. From the time it becomes activated, it is no longer possible to make changes to its content. If, at any point in time a need should still arise to change the content, the way to do it is to replace the WAR document with a new one.

  1. Open the WAR document to replace.

  2. Press F12 to open the action menu and choose the Replace WAR option.

A copy of the original WAR document is created in status 1. Note the text label that informs about the replacement.

In the new WAR document:

Make the necessary modifications to the content and don't forget the Valid to date. Does it need to be altered?

  • Press F12 and choose the Register and Replace (ST:3) option.

Note! The Register and Replace function will activate the new WAR document and automatically recalculate all existing records in the work hours log. As a result, all entries in the log are set to status 3 and need to be approved once more.

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Prospective change of work arrangements

If an employee changes job type, for example from shift work to daytime work, the changes must be reflected in WHL. The easiest way to do this is to change the employee's WSR assignment.

In the PER / Work Arrangements folder:

  1. Click the Insert / replace WSR icon.

  2. Select a new group.

  3. Enter From date and To date.

  4. Click Submit.

The change will take effect from the date specified in the From date field. Hence, from that day and onward, work hour calculations will be based on the WAR documents in the new WSR. If the From date refers back in time, all work hours will be recalculated, based on the new work arrangements.

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Temporary change of work arrangement

Temporary changes of work conditions are best handled with temporary WAR documents. Each time someone clocks in, WHL checks to see if there exists an activated, temporary WAR-document. In case one exists, it is used to calculate work hours, flex time, overtime and allowances.

  1. Create a temporary WAR document and enter the employee's new work conditions.

  2. Click F12 to open the action menu and choose the option Register (st=3).

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To activate the new WAR document:

  • Open the PER / Work arrangements folder.

  • Click the Select temporary Work Arrangement to add icon.

In the popup:

  1. Select the temporary WAR document.

  2. Enter From date and To Date.

  3. Click Submit.

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Setting up graded sick leave in WHL

Start by creating a temporary WAR document for the sickness period. The simplest way to do this is to create a copy of the currently active WAR document:

  1. Open the active WAR document.

  2. Press F12 to open the action menu and choose the Copy to new WAR option.

  3. Press ENTER.

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A new document is created in status 1.

  1. Check that the Valid from date corresponds with the start date of the sickness period.

  2. Select Temporary in the Work Day field.

  3. Write a descriptive text in the Description field (See below).

  4. Enter the Illness percentage in the Illness% field.

  5. Register the temporary WAR document:

    1. Press F12 and choose the Register (St=3) option.

    2. Press ENTER.

With the new, temporary WAR document registered, the next thing to do is to assign it to the employee:

  1. Open the PER / Work Arrangements folder.

  2. Click the Select temporary Work Arrangement to add icon.

  3. In the popup, select the temporary WAR document for the sickness period.

  4. Enter From date and To date.

  5. Click Submit.

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The new WAR document will now be used for the specified period. When the period expires, the original document will automatically be activated again. In case the sickness period is prolonged, a new temporary WAR document must be created.

Holidays
Creating a WAR document for a holiday

A public holiday represents a general leave of absence from a regular occupation. Hence, there are usually no work schemes involved. If you have to work on a holiday, you will normally earn overtime from the minute you start working. A typical WAR document for a holiday would therefore look like the one below.

  • Note that the field type is set to public holiday, and that a new field has become visible to specify which public holiday this is

  • The content of the Public holiday field is taken from the Day archive. The content of the Public holiday field will only contain the remaining holidays for the current year, so May 17th will disappear from the list on May 18th.

  • If the customer is using both full flex and no flex as flex method, a public WAR must be created for both

  • Method for one public holiday: If most of the ordinary WARs have flex method=full flex, you must create a default WSR. With public holidays WAR with full flex. The other ordinary war's with flex method=no flex must get their own public WARs. This is done from the WSR (public holidays folder) that the ordinary WARs are linked to.

Making copies of WAR documents for public holidays

To save time, WAR documents for any remaining public holidays can most effectively be created from copies of the first one. Just make sure that the holidays have been properly described in the Day archive in advance:

In the WAR document:

  • Press F12 to open the action menu and choose the Copy to new WAR option.

A copy is created in status 1.

  • Adjust the Valid from date.

  • Select the name of the public holiday, and change the description.

To register the document:

  • Press F12 and choose the Register (St=3) option.

Assigning employees to work schemes

Once the Work Arrangements (WAR) documents are in place, employees may be linked to their respective work arrangements:

  • Enter PER in the Program field and press ENTER.

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In the Personell Menu:

  • Select an employee from the list and press ENTER.

In the Personnel window:

  • Click the Work Arrangements folder, (see below), and enter data into the following sections:

WHL Settings section
  • Hired date: Enter date hired. Use the form: yyyy.mm.dd.

  • Quit date: Enter the date when the employment is closed. Use the form: yyyy.mm.dd.

  • Vacation: The field shows the number of vacation days. All new employments may have the vacation field set to 0. In subsequent years the vacation is computed automatically on the 1st of January at 09:00 according to the following rules:

    • Day time workers: (Number of working days per week) * 5.

    • Shift workers: (Highest number of working days per shift) * 5.

    • Employees being 60 years or older: Follow the rules above and manually add 5 extra days to the result.

    • Any days remaining from last year is added to the result.

  • SiPort ID: Enter mapping PID for Siemens card reader.

  • Salary PID: Enter the PID that is used to represents the employee in the external wage payment system.

Approval section
  • Approval reminder: Enter reminder options for approval reminders.

  • Approval PID(s): Enter the PID(s) of the person(s) who approves the employee's work hours.

  • Abs. appr. PID(s): Enter the PID(s) of the person(s) who approves absence periods.

  • Group: Select the Work Scheme (WSR) to which this employee belongs. The associated WAR documents will immediately be listed.

  • Accept card reader: Enter card reader id if entries to the premises are limited to a single entrance.

  • No flex to salary: Tick to unable payment of flex time.

Change limitations section
  • Max manual change: Enter the maximum number of minutes that can be switched from OUT to IN in one operation.

  • Max auto change: Enter max minutes to be switched automatically.

  • Max changes a day: Enter the total minutes that can be switched from OUT to IN during a single work day.

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Work Log Approval (WLA)

The WLA application can be used by department and HR managers to manage and approve their employee's work log entries. You can open the WLA application from the RamBase Main Menu by selecting HR > Work hours management. You can also enter WLA in the Program field and select the Enter key to open WLA: Use WLA to manage, and approve employee work hours, overtime, absence, allowances and adjustments. From WLA you can approve pending periods for salary and create the salary file that can be transferred to an external payment system. In addition, you can create an absence statistics file, and transfer it to the external payment system.

There are two admittance levels in WLA, one for ROLE/HR department manager and one for ROLE/HR Manager (salary personnel). Rules for which employees you can see, which work hours log you can approve and available CMI's are dependant on your role.

The left pane displays a list of employee work hours that are pending approval. The Approval date shows employee work hours for the period up to, and including the date you specify in this field.

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You can select filter_funnel.svg to apply predefined filters to the view. You can also filter using filters on specific fields or a free text filter on the employee name and username or PID. You can select predefined filters to see work hours for the employees whose work hours you approve or all employees in your department, including those employees whose work hours you don't approve.

Keyboard Shortcuts

In the employee list select the Arrow up or Arrow down keys and select Space to select the employee. Select Enter with an employee highlighted, to change to detail view in the right pane. In the employee work hours log, select the Arrow up or Arrow down keys and select Space to choose the period. Select Ctrl+Q to approve or Ctrl+D to delete a period. Select Alt+arrow-left to go back to the employee list.

The status code tells the controller/approver what to do next according to the following rules.

  • No status: All entries have already been approved for payment and no extra entries need to be added to the salary file.

  • Status ST:0: The employee has at least one IN entry without a corresponding OUT entry.

  • Status ST:2: At least one period in the employee's log remains to be approved by the employee.

  • Status ST:3: At least one period in the employee's log requires approval by the manager.

  • Status ST:3: At least one period in the employee's log requires special absence approval by HR manager / absence approver

  • Status ST:4: All entries in the employee's work hour log is ready to be approved for payment.

  • Status ST:7: Error status. Usually caused by a missing OUT or IN stamp

  • Status ST:8: After being approved, entries that for one reason or another depart from the standard monthly payment, such as overtime, absence and allowances, will be added to a special salary file. All such entries are set in status 8, pending the generation of the salary file.

  • Status ST:9: When salary file is created, all periods will get status 9

The following predefined filters are available.

  1. Containing error periods - periods in Status ST:7 that have to be corrected 

  2. Containing periods for absence approval - periods with absences that you must approve

  3. Containing periods for approval - periods in Status ST:3 that are pending approval 

  4. MyApprovals - all employees I Approve with periods in Status ST:3 that are pending approval

  5. Containing periods for salary approval - periods in Status ST:4 that are pending salary approval

  6. Containing periods for salary payment - periods in Status ST:8 that are pending salary payment

  7. Employees I approve - all employees that you are added as approver PID or absence approver pid for (on employees PER)

  8. Employees in my department - all employees in your department, also those you are not approving work hour logs for.

  1. To approve a day in status 3 with pending periods you can either select iconmonstr-check-mark-1.svg in the Appr column approve all the work logs in Status ST:3 in the employee list, or slelect Approve day, or use the menu option Approve all in status 3.

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  2. You cannot approve entries in Status ST:2, this must be approved by the employee to change it to Status ST:3, which you can then approve. if iconmonstr-check-mark-1.svg is not displayed for an employee hours log, your are not set up as an approver for that employee, and cannot approve the work hours of this employee. You can select the Employees I approve filter to see only those employees whose work hours you must approve.

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  3. The Bell_Icon_BlackAsset_1.svg icon indicates a standard absence, and Bell_Icon_RedAsset_2.svg indicates a work related absence. You can select the icons to view the absence period and approve it. This option is only available for HR managers that approve absence periods.

  4. To approve adjustments or allowances, if relevant, select right_arow_in_black_box_icon.svg to inspect and approve the adjustments and allowances.

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  5. You can select right_arow_in_black_box_icon.svg to inspect the employee's Work hours log (WHL) from the employees list

  6. Select the Calendar view tab to inspect the work hours in a calendar view.

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  7. Use the context menu options to register periods, approve entries and view summaries or reports.

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  8. When all work hour log periods are approved to Status ST:4, the periods must be approved for salary. Use the predefined filter Containing periods for salary payment to find the employees that are ready for this step.

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    You can either select Approve for salary from the employees list to approve a specific employee’s work hours logs, or you can select Approve all for Salary if you are approving several employees for salary payment.

  9. When all work hour log periods are approved to Status ST:8, you can create the salary file. Use the predefined filter ‘Containing periods for salary payment’ to find the employees that are ready for this step.

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    Select Send salary file for all employees to create the salary file to transfer to an external wage payment system.

  10. To create the absence statistics file, select Send absence statistics file. Specify the from/to dates and select include older absence periods that has been revised or created since last run, if you want to include these periods.

The explainer video for WLA can be found here.

Rejecting WHL entries

If, for one reason or another, log entries need to be rejected, the employee should be informed about the decision and what to do to fix the problem. The simplest way to do this is to send an internal message to the employee with a link to his/her work hour log.

In the employee's work hour log:

  • Press F12 to open the action menu and choose the Send as Internal Mail option.

In the Send Internal document window:

  1. Add a message to the Subject field.

  2. Use the Name field to look up the receiver.

  3. Click the Send document button.

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In case the entry needs to be deleted from the log:

  1. Select the line to be deleted.

  2. Press F12 and choose the Set St=D option.

Partial sick leave

Partial sick leave (aktiv sykemelding) is an arrangement where workers may work in spite of being ill. Before considering partial sick leave, graded sick leave should have been tried out at first. With partial sick leave the employer pays the sick pay for the first 16 work days, thereafter the worker will receive partial sickness benefits for the remaining sickness period. The duration of partial sick leave is generally 4 weeks, but may be prolonged with a new 4 weeks period if needed. It may even be further prolonged, if it is approved by the National Labour and Welfare Organization, (e.g. NAV). A mutually agreeable plan for re-entry to work must be established between the employer and employee.

In WHL, partial sick leave can be registered for the whole sickness period, with a start date at least one day ahead of today.

  1. Click a line to select the first day of the partial sick leave period.

  2. Press F12 to open the action menu and choose the Register Multiple WHL Periods option to open the Register Multiple WHL periods window.

In the Register Multiple WHL periods window:

  1. Select the partial sick leave code.

  2. Add a note in the Note field.

  3. Add a from date and to date.

  4. Enter standard work time or specified work time.

  5. Click OK.

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The periods are added in status 3, and must be approved by the personal department. Click the Approval icon.

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Graded sick leave

According to national insurance regulations, graded sick leave should be preferred over 'partial sickness benefits combined with reduced workload', (aktiv sykemelding). With graded sick leave WHL distinguishes between hours worked and hours of sick leave. This means that employees clock in and out as normally, and that the system then calculates and subtracts a percentage as soon as the period is approved.

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Transfer of flex to overtime

Flex time may be transferred to overtime in situations where the employee is ordered to work overtime.

View the status of the flex- and overtime accounts
  • Click the WHL / Month view folder.

Transfer hours from the flex account to the overtime account
  • Press F12 to open the action menu and choose the option Transfer Flex to Overtime.

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In the Transfer window, enter the following data:

  • Date - Normally you will use today's date, but you may select an earlier date if you need to make a transfer at a certain date other than today.

  • Hours to transfer - Enter the hours and minutes to transfer on the form hh:mm.

  • Overtime timetype - Select the agreed upon overtime percentage.

After this information has been filled in properly, click OK.

The transfer is recorded with two ADJ lines in WHL day view, one for the withdrawal from the flex account and one for the deposit to the overtime account.

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Transfer of vacation days to flex hours

In order to reduce negative flex time, or to pay out vacation days, vacation days may be transferred to the flex account and transformed into flex hours:

In WHL Month view:

  1. Press F12 to open the action menu and choose the Transfer Vacation to Flex option.

  2. Press ENTER.

In the Transfer window:

  1. Check the employee's PID.

  2. Enter how many days to transfer.

  3. Enter how many hours per day, or leave blank. If left blank, standard work hours from the corresponding work scheme will be used.

  4. Select the transfer date. You will find the transfer documented by two ADJ lines in WHL Day View.

  5. For that day.

  6. Click OK.

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The transfer is recorded by two ADJ lines in WHL Day view and placed on the date as specified. Note that the days are transformed into flex hours.

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Transfer flex from/to salary

WHLAPPR is further described in the next three sections. In order to pay out flex hours:

  • Press F12 to open the action menu and choose the Transfer Flex from/to Salary option.

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In the Flex to salary popup:

  • Accept the proposed adjustment date or select a new date.

  • Add hours to remove.

  • Click OK.

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The transfer is recorder in WHL Day view by two ADJ lines as shown below. Notice that the ADJ lines are added on the date selected in the Transfer popup.

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In the WHLAPPR application:

  • In the Pay overtime field, select the Pay overtime option.

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Updating vacation days

Vacation days are normally managed by the application, but may be manually adjusted as well.

Adjustments can be done from WHL Month view:

  1. Press F12 to open the action menu and choose the option Change vacation left.

  2. Press ENTER.

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In the Add adjustment window, (see below),

  1. Select the time type for vacation.

  2. Add a note to give a reason for the adjustment.

  3. Select a date to determine where to place the corresponding ADJ entry in the log.

  4. Enter a number in the day(s) field.

  5. Tick the Add or Remove radio button.

  6. Click OK.

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Adjustments are recorded by separate ADJ lines in WHL Day view on the date entered in the Save to date field.

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Exporting salary data from RamBase

Entries in WHLAPPR that end up in status 8, do so because the log content contains data that deviates from the standard work hours. This means that any overtime, absence, and allowances must be exported to the external salary system in special files. A salary file and an absence file for the current period is generated from the status 8 logs, and need to be sent to the external wage payment system. To do this:

  • Press F12 to open the action menu and choose the Send Salary File option.

As the Send Salary File option is selected, all status 8 entries disappears from the WHL:Approver window.

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The files are emailed to the person who runs the Send Salary file function.

  • Save the files to your harddisk - preferably in separate folders in the file system or on the desktop.

  • Log on to the external salary system.

  • Start the import function and select text file if the system asks you to choose among several import formats.

Some systems, like Uni Micro uses import settings that may be predefined and kept in a separate file. The file may then be referred to in the import window.

Importing salary data to RamBase

The import process starts in the external wage payment system:

  • Find the salary file to be exported in the external system.

  • Use the export function to export the data.

You will receive the data in a file, and save it to the desktop, or somewhere on the file system from where it can be imported into RamBase.

You import the file into RamBase from the General Ledger Postings (ATR) program:

  • Enter ATR in the program field and press ENTER.

In the General Ledger Postings:

  • Press F12 to open the action menu and choose the Import Wages (filedialogue) option.

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In the Import Wages dialogue:

  • Select a period.

  • Optionally, enter a text to be printed on the account transaction when the import is completed.

  • Click OK.

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A new window opens for you to find and upload the file.

  • Use the Browse button to find the file.

  • Click Upload to do the final import step.

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If the import process succeeds, a new account transaction is created (ATR/xxxxxxx) with status 1.

Open the account transaction and check to see if all postings are correct.

WHLSUM

WHLSUM is a summary report that shows how work hours and any time absent from work are aggregated by departments, groups, and single employees. Managers may run the report on any employee, but employees in general will only be able to see data concerning their own work effort.

View the report
  • Enter WHLSUM in the program field and press ENTER.

Alternatively:

  • Click the Statistics icon below the WHL menu.

The This Year column shows the total amount of work hours from the 1st of January this year till now.

The Last Year column shows the total amount of work hours one whole year back from the date set for the Summary by field.

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