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✓ Define the annualization provisional schedule
✓ Entry of hours by the employee or by the manager
✓ Reconciliation of planned hours and actual hours worked
✓ Compensatory rest or overtime pay
The annualization of working time is a working time arrangement over an overall period of 12 months, during which the employee will have weeks of high activity or low activity that compensate each other.
The objective is to organize the employee's schedule according to more or less active periods of activity.
This system is governed by the law, and according to the collective agreement concluded, restrictions must be observed in terms of maximum working hours, or the definition of weekly hours thresholds for the initiation or not of overtime.
Ensuring the organization of work while respecting the quota of hours worked is proving to be a difficult challenge.
To make your task easier, the annual working time tool developed by JOUROFF allows you to define a provisional schedule allowing the breakdown of working hours week by week, over the entire annualization period.
This provisional annualization schedule serves as a benchmark to control the deviations in the expected hourly volume and the actual hours worked by the employee.
You can also integrate the planning of leaves and absences in order to control the complete activity of the employee.
The goal of our annualization schedule is to replace the annualization of hours excel table.
This schedule easily adapts to the current year, depending on your reference period (12 consecutive months).
This acts as a working time annualization simulator, in the sense that it provides a general view of the hours planned on the basis of the year.
Indeed, some companies that we support use it in annualization simulator mode, thanks to the functionality of entering forecast hours over the full year.
At the level of the annual schedule or simulator, the line concerned is called planned hours...
On the other hand, the hours worked line shows the hours actually worked by the employee.
Note also the line that corresponds to paid leave, to be placed outside the annualization quota.
But also the line entitled other absences for monitoring sick leave type absences, or absences to be considered as actual working time.
More than a simulator of annualized working time, this provisional schedule makes it possible to effectively manage annualized employment contracts.
In forecast mode, this schedule also makes it possible to simulate examples of annualized calculation of working time.
The annualization of working time involves the establishment of a system for accounting for working hours.
As an HR tool for tracking hours and annualization, JOUROFF offers several dashboards that allow monitoring of hours worked by employees.
Our annualization HR tool gives you an overview of the modulation calendar...you can see at a glance the working time month by month, as well as the hourly volume worked per week.
This general vision allows you to easily control the modulation of working time so as to control the quota of leave, but also the periods which require compensatory rest for the employee.
Who says annualization says modulation of working time over an annual period of 12 months.
However, in order to comply with the conventional hourly volume, each company is required to closely monitor the evolution of the working time counter month by month or quarterly.
The working time modulation software offers you a dashboard presenting the key indicators, for monitoring the modulation of work.
At any time, you have the possibility to assess the end of period situation to anticipate any overtime.
For this, the annualization of working time software offers you the list of days remaining to work according to the current date, until the end of the reference period.
This analysis of the days or hours remaining to work makes it possible to anticipate things better, for example by offering compensatory rest to the employee in order to ensure the balance of the working time modulation schedule.
The annualization work time tool allows you to track the number of hours worked per year.
Following the reference period, you view the total hours declared and the normal hours worked outside of overtime.
On the other hand, the annualization of working time implies the follow-up of the leave planned in the card of the annualization.
This task can be complex, especially since certain sick leave absences are not counted as annualization rest.
This is why we offer a dashboard to control the various indicators.
In general, hours worked beyond the annualization quota are recovered at the end of the period, in the form of compensatory rest. These hours can be paid according to the collective agreement.
We offer you the opportunity to evaluate the situation during the period.
Suppose that at the middle of the year the employee has done more time than expected...
Thanks to the Time spent synthesis dashboard, you visualize the number of hours worked over a given period.
In parallel, the software gives you the opportunity to credit, either the overtime counter for recovery, or credit a leave type counter.
Offering hours of rest allows you to regulate hours of annualization during the period.
The software gives you several options for entering working hours.
♦ Time sheet completed by the Employee
Thanks to our online time sheet tool, employees can enter their working hours independently.
The software offers the possibility to fill in its timesheet as soon as Monday, so as to put in the draft and submit his timesheet at the end of the week.
This allows the employee to be responsive in entering hours.
However, you have the option of setting the time stamp validation frequency in a weekly or monthly cycle.
In the latter case, the software offers a timesheet containing every day of the month.
♦ Time sheet completed by the Manager
In organizations where employees are not assigned to computer workstations, the tool offers the possibility of filling in the employee timesheets by the Manager.
In fact, the Manager can access all timesheets for employees to enter work hours.
♦ Recurrence Timesheet
Why enter timesheets when working time is known in advance ?
JOUROFF has implemented the concept of recurrence which allows the pre-filling of the timesheet.
The employee saves 90% of his time because the software is responsible for filling in his timesheet.
♦ Mass planning
In order to fill the timesheets several weeks in advance, we offer the Planning Profile feature.
A planning profile represents a base of working time.
It allows for mass planning several weeks in advance.
This consists of explicitly selecting the weeks to be completed, then validating to fill several timesheets with one click.
The calculation of annual quota (the number of hours worked per year) takes into account several factors :
♦ The definition of a reference period, usually the calendar year.
♦ The number of working days during the reference period
♦ Weekly rest days
♦ Public holidays counting
♦ The count of paid leave
Then, as part of the annualization monitoring, the working time must be counted down over the reference period.
This work can be tedious, especially since work contracts or periods of absence may vary from one employee to another.
This is why JOUROFF (Time Management Software) has developed an annualization monitoring dashboard which allows to control leave still to take for meet the annualization quota.
In parallel, the Annualized Tracking tool offers you an Annual Counter dashboard, so you can control the hours declared week by week.
As a general rule, the annualisation of working time implies a count of overtime at the end of the reference period.
The overtime noted may be subject to a rest period or remuneration according to the collective agreement.
However, some agreements provide for the triggering of overtime during the reference period when the high limit is exceeded during a busy week.
In this context, the JOUROFF software proposes a mechanism based on thresholds to be set according to the contract of each employee.
JOUROFF which is time management software allows you to automate working time management procedures ... in terms of HR management or time tracking by activity.
Therefore, we offer you the possibility of composing your HRIS à la carte. Our time management software can be used to cover the following different needs:
♦ Time management for calculating hours worked by project
♦ Monitoring of working time on the various activities listed within your company
♦ Time spent monitoring taking into account paid leave
♦ Time management to recover working time.
♦ Application of time management for the calculation of overtime as well as their surcharges.
For example, the hourly quota from 35 h to 43 h, increase rate 25%, and beyond 43 h, the applicable increase rate is 50%
♦ Time entry via timesheet, for annualized working time monitoring
♦ Time management offering a table of modulation hours, according to the quarterly, semi-annual or annual frequency (annualization)
♦ Time management with the activation of an hour meter supplied when the employee crosses a certain threshold of hours worked.
For example: Contract of a part-time employee (22h). In this case, the software associates a threshold (22h) for triggering additional or overtime hours depending on the case.
♦ Time management for working time monitoring, including billing for time spent by project
♦ Time management with the possibility of monitoring the salary costs linked to the time spent (budget monitoring)
♦ Time management for piloting projects associated with clients.