Knowledge Center

WHL Manager guide

This section describes special control and management functions that require extra access rights. In other words, these functions are only available to line managers and compensation managers that need to inspect and approve the employees' work hours log, and generate the salary file.

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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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 overtime to flex hours

In connection with wage settlements, it is normal procedure to transfer overtime to flex in order to balance negative flex. In principle it should not be possible to owe overtime and at the same time have less hours worked than the standard hours.

To view the status of the flex- and overtime accounts, click the WHL/Month view folder.

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

  2. Press ENTER.

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In the Transfer window, enter the following data:

  • Overtime timetype - Select one of the overtime salary types.

  • Overtime accrued - This field is then updated with the number of hours the system has found for this overtime percentage in the month in question.

  • Hours to transfer - Enter the number of hours and minutes that you want to transfer on the form hh:mm to override.

  • Save to date - Set the date you want to perform the adjustment. This may be the date the overtime was registered, or a date after. You can not set a date prior to the date the overtime was registered.

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

The transfer itself is recorded with two or three adjustment (ADJ) lines in WHL day view. One line for the withdrawal of overtime, one for the deposit on the flex account, and possibly one for the overtime premium if it is to be paid out.

WHLAPPR Approvals

WHLAPPR displays a list of employee names to identify their corresponding work hour logs. Each log can be inspected by clicking the inspect icon at the end of each line. It is also possible to access a log by pressing ENTER on the line, but if the log status is 4, this will automatically trigger the WHLAPPR Approval procedure instead of simply displaying the log.

The status field associated with each log helps the manager to instantly identify the logs that need inspection and approval, from those that are ready to be approved in WHLAPPR.

Logs with log status=2 must be approved by the employee, so an Internal Mail (IMS) requesting approval by the employee would be the right thing to do here.

  1. Press ENTER on the line to access the log.

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

  3. Press ESC to return to WHLAPPR.

Logs with log status=3 must be approved by the manager, so the log should be inspected and all status 3 entries approved so that all entries end up in status 4.

  1. Press ENTER on the line to access the log.

  2. Inspect and approve if OK.

  3. Press ESC to return to WHLAPPR.

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Alternatively: click the Approve all st:3 icon. This will approve all status 3 entries blindly.

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Logs with log status=4 are ready for a final approval in WHLAPPR and there is no need to inspect the log any further.

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  1. Press F12 and choose the Approve all in ST:4 option.

  2. Press ENTER.

In the Approve All popup:

  1. Select the correct overtime payment option.

  2. Click the Approve all button to blindly approve all, or select one line at the time and press ENTER.

  3. To inspect the distribution of work hours on timetypes.

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In the Approve Work Hours window:

  1. Check the summary distribution of work hours, and potential increments in the salary file.

  2. Optionally, press ENTER on a line to inspect the details.

  3. Click OK if the numbers are correct.

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Logs that have been approved via the WHLAPPR Approval window are automatically set in status 8 or 9. In both cases the approval procedure has completed successfully and their content accepted as basis for wage calculations.

Logs with log status 7 report erroneous entries in the log, so the log needs to be inspected to take necessary actions. Normally this status is used to mark entries with a missing OUT stamp, so the right thing to do would be to ask the employee to update the line.

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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.

It is possible to get an overview over all absence caused by situations at work using the button Overview of work caused absence. The icon is also found in the item lines where the yellow icon indicates an unapproved absence, and the red is work caused absence.

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.

WHL Month View

Month View gives an overview of the standard work hours, total work hours excluding breaks, and the difference between the two as it turns out as either overtime or flex time. In addition you will find the balances of the flex account, the overtime account and the Vacation account.

  • Standard time refers to the ordinary work hours that one is expected to work per day, according to the corresponding work scheme.

  • Total time refers to the total attendance time, i.e., the time one is at work, lunchtime excluded. Note that the Total column in Day view includes the lunchtime, while in Month view, lunchtime is excluded.

  • The difference between the total time and the standard time may be interpreted and dealt with as Flextime and/or Overtime, according to the rules set in the corresponding WAR document. Plus hours are displayed in green, minus hours in red.

Flex- and overtime accounts

The flex account is presented with three lines:

  • Flex time from previous month shows the amount of flex hours that were transferred from the previous month.

  • Flex time for month shows the amount of flex hours earned during this month.

  • Flex time accumulated to next (month) shows the flex account balance at any time.

The overtime account is presented with three lines:

  • Overtime from previous month shows the amount of overtime hours that were transferred from the previous month.

  • Overtime for month shows the amount of overtime hours earned during this month.

  • Overtime accumulated to next (month) shows the overtime account balance at any time.

Vacation days

The Vacation field shows the total number of vacation days this year. The number is automatically calculated each year and the result depends on the employment fraction. Basically the result can be found by multiplying the number of work days per week by 5.

The Days left field shows the balance of the vacation account. The field is updated automatically each time a log period is entered with the vacation time type.