Bonuses / Lunch vouchers / Payroll Preparation

Bonuses: first, activate the "Bonuses" option in the application configurations of the Employees Management app (access: Application Config → Apps Management → Employees Management, Configure → activate the “Employee bonus” option).

Formula variables configuration: open the company record in the configurations of the Employee Management app. Here, you can configure the variables for formulas:

• The application condition and the formula are written in Groovy.

• Application conditions are configured in the application configurations of the Employee Management app, under the "Formula variables configuration" tab.

• The applied formula will be used in the calculation of the bonus.

• Present in Exports : when this checkbox is ticked, an "Export Code" field will appear (it is possible to determine a code for exporting lunch vouchers in the Export tab).

These formulas will be used in the bonus calculations. To manage bonuses, open the following menu:

Access: HR → Employees management → Employee bonus Management → Configuration → Employee bonus type → Configure a type of bonus.

To create a bonus type, you must define:

1. Code.

2. Label.

3. Application condition.

4. Formula.

5. Export for payroll preparation: check this box to generate bonus types through payroll preparation.

For formulas and application conditions, you have the option in the HR Configuration to retrieve the configured elements.

Employee Bonus Management

Access: HR → Employee Management → Employee Bonus Management

1. Company: this data is automatically retrieved.

2. Bonus type: select the type of bonus.

3. Pay/Leave period: select the periods taken into account for payroll / for absences. These periods are not necessarily the same, in the case of an attendance bonus or lunch vouchers.

4. Base Bonus per Employee: fill in this field with the base bonus per employee.

5. Compute amounts: once the data is filled in, you can calculate the amounts by clicking on the "Compute amounts" button.

"Compute amounts" allows generating the amounts for each employee based on the Groovy formula defined in the selected type of bonus. This information will be referenced in the employee's record and included in the payroll export if the bonus type is properly configured for export.

Note that certain elements of the employee's record must be provided such as the date of seniority, the date of birth (which is used to calculate the age for the application condition in demo data), the coefficient for the bonus (which is used to calculate the formula in demo data).

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The calculation of bonuses is carried out in the "Employee Bonus Management" menu for employees where:

1. The hiring date is empty or in the past.

2. The departure date is empty or in the future.

3. The Groovy application condition of the bonus type is met.

Make sure to provide the information on the bonus calculation record.

Lunch Voucher Configurations

You must first activate the "Lunch Voucher" option in the application configurations of the Employee Management app.

Access: Application config → Apps Management → Employee Management, configure → activate the Lunch Voucher option.

Additionally, you will need to configure fields in the Lunch Voucher tab. In order to configure it, first click on the company file, then open the Lunch Voucher tab.

The HR configurations of the Employee Management app by company, the Lunch Voucher tab, are as follows:

1. Lunch voucher employee / employer Share: configure the employee and employer share. This data will be automatically retrieved in the calculation of lunch vouchers.

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You also have the possibility to manage the orders for restocking vouchers through the dedicated fields (Minimum/Available Stock).

Fill in the fields "Minimum Stock of lunch vouchers", "Available Stock of lunch vouchers", and the "Lunch voucher supplier".

2. Lunch voucher format: define the default voucher format (paper, electronic, or both). Lunch voucher format has to be defined on the employee's record, in the "Benefits and Expense" tab.

3. Rules: define the rules that allow managing the orders for restocking vouchers (minimum stock, available stock, default supplier).

Lunch Voucher Management

Access: HR → Employee Management → List of Employees → open an employee's record → open the Benefits and Expense tab

Apart from HR configurations, you also have the possibility to configure lunch vouchers on the employee's record (Benefits and Expense Notes tab).

Select the format of the lunch vouchers. You also have the option to export data concerning lunch vouchers (click on the gear icon located in the "Lunch Vouchers" table).

As for the Management of lunch vouchers, you can calculate lunch voucher lines.

Access: HR → Employee Management → Lunch Voucher Management → create a new Lunch Voucher Management record.

By default, the company and period information are automatically filled in.

You will find three tabs: Content / Quantities / Configuration.

• In the Content tab, fill in the lunch voucher lines that will subsequently be calculated.

• In the Quantity tab, fill in the quantities (current stock / lunch vouchers ordered for the period, etc).

• In the Configuration tab, you will find Charges and Contributions (for example, Employee Share and Employer Share). The configuration is filled in automatically (the information is taken from the HR configuration of the Employee Management app, the Lunch Voucher tab).

You can provide the following information:

1. Pay period : the period taken into account for payroll.

2. Leave period : the period taken into account for absences. The periods are configured in advance in Pay Periods (access: HR → Employee Management → Configuration → Pay Periods).

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Pay/leave periods are not the same.

3. Calculate: click on this button to generate lines for each employee. These informations will be referenced in the employee's record.

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Before validation, you can manually enter the number of tickets to deduct per employee depending on the situation (canteen visits, days spent abroad etc...).

Once the calculation is done, you will have the number of lunch vouchers for each employee according to the predefined formats for each employee.

Before validating the lunch voucher lines, you can click on a line and manually deduct the number of canteen visits / the number of days abroad, etc to deduct the number of lunch vouchers.

4. Validate: validate the lunch voucher lines by clicking on the Validate button.

5. Finish: when the lines are validated, you can click on the Finish button.

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These informations will be used for payroll preparation.

Payroll Preparation Management

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You must first activate the Payroll Preparation option in the application configurations of the Employee Management app.

Access: Application config → Apps Management → Employee Management, configure → activate the Payroll Preparation option.

The required information is the company, the employee, and the payroll period.

Access: HR → Employee Management → Payroll Preparation

1. Employee: select the employee. Information related to the employee (leaves, overtime, bonuses, lunch vouchers, etc) will be automatically raised.

2. Employment Contract: information regarding the employment contract is automatically transferred.

3. Net Salary: if the salary is entered in the employee's record, this information will also be automatically transferred.

4. Export Types: select here the type of export (Standard / Nibelis / Silae).

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Remember to save the changes that have been made.

5. Export Payroll Preparation: once you have finished, you can click on the "Export Payroll Preparation" button. To inform you that an export has taken place, the "Export" box will appear. It will be checked by default and non-modifiable.

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Attached documents: when you have performed the export of payroll preparation, click on the paperclip icon to access the attached documents. Here, you will find the CSV file that has been generated following the export.

Payroll Preparation Batch

You have the possibility to generate payroll preparations through a mass HR process (Application config → Batches → HR Batch).

• The batch can be coupled with a scheduler for automated launching (Administration → Scheduler Management).

• Define the payroll period.

• Define the payroll preparations based on schedules.

• Define the employees.