Table of Contents

Report times, absences, and vacation monthly

Several SwissSalary reports support the monthly time check. Use a consistent reference period to reconcile scheduled and actual times, absences, and vacation balances in a traceable way.

Prerequisites

  • Times and absences for the period are entered and checked.
  • Time types and entitlement setup are stable.

Define the reference period

Before running the reports, define:

  • Date From and Date To for movement reports;
  • the Reference Date for balances as of a date;
  • employee, department, and allocation group filters;
  • the time and absence types in use;
  • whether the unit is hours or days.
Wichtig

Don't compare balances as of a date with movements from a different period. Document the period, filters, and unit for every check list.

Compare scheduled and actual times

Use Scheduled vs. Compensated Hours Difference List to identify daily differences:

  1. Enter Date From and Date To.
  2. Under Layout, select Day or Employee.
  3. If needed, select Week Control.
  4. Select Only Days with Scheduled Hours and Only Days with Difference to narrow the output.
  5. Check Scheduled Time, Actual Time, and Difference by date and time type.

Resolve differences against the working calendar, working group, salary journal, and imported time data.

Run the Time Assessment

The Time Assessment report values time types as of a Reference Date:

  1. Under Calculation, select Internal Forward Charging or Salary Rate.
  2. Enter the Reference Date.
  3. Under Daily Hours, select Fixed or Monthly parts.
  4. Enter the appropriate Divisor or Hours per Day.
  5. For vacation, overtime, flexible working hours, night work, and additional work, select Hours or Days.
  6. If needed, select additional choice fields or Export to Excel.

Use the same valuation logic for all employees unless your business process specifies a justified exception.

Check absences

Absence Statistics

Use Absence Statistics to check net movements in days and hours and the calculated amount:

  1. Filter by employee, department, or allocation group.
  2. Set Date Filter, Balance Group, and the absence code.
  3. Select Calculation and Daily Hours.
  4. Enter Hours per Day or Divisor.
  5. Check the Absence Statistics summary.

Absence Detail

Use Absence Detail to check individual calendar days:

  1. Enter Date From and Date To.
  2. If needed, select Only Active Employees.
  3. Check the reported absence types and calendar weeks.
  4. Resolve overlaps, missing days, or incorrect absence types in the data source.

Absence lists

The Absence List A4P (portrait) and Absence List A4L (landscape) reports list selected time types. Filter by employee number, department, allocation group, and date filter. Choose the sort key, the unit for each time type, Suppress Amounts of Zero, Only Active Employees, and Export to Excel if needed.

Absence Overview

The Absence Overview report (SwissSalary Plus) shows absences in a calendar up to the Year Ending Date. Filter by employee number, department, and allocation group. Choose up to three choice fields and Only Active Employees.

Absence Quota

The Absence Quota report (SwissSalary Plus) compares absences to scheduled hours, vacation, and holidays. Filter by employee number, department, allocation group, and date filter. Choose the Grouping (posting group, department, function, salary class, salary step, or place of work), the time types, and Only Active Employees.

Check vacation and time balances

The Vacation Control List report can show vacation, flexible working hours, overtime, additional work, night work, and a selected absence type:

  1. Filter by the required period and employee population.
  2. Select the units for the required time types.
  3. If needed, select an Absence Type and its unit.
  4. Use Period Text to identify the output clearly.
  5. Check the totals and, if needed, export the report to Excel.

Vacation List

The Vacation List report shows entitlement, prior-year entitlement, usage, corrections, and the current vacation balance. Filter by employee number, department, allocation group, and date filter. Enter the End Date, the unit Hours or Days, Only Active Employees, and Export to Excel if needed.

Corrections

For the preceding operational check in EasyRapport, employees can check their own balances and the annual overview. Responsible people can also report on team hours and employee data, team balances, and cost center and dimension reports. The payroll-relevant monthly check remains in SwissSalary.

Good to know

  • You compare balances as of a date with movements from another period—the check shows apparent differences.
  • You omit the period, filters, and unit from the check lists—the report can't be reproduced.
  • You start Absence Overview or Absence Quota without SwissSalary Plus—the reports aren't available.
  • You run Vacation List without an End Date or unit—entitlement and balance aren't comparable.

See also