Payroll calendars
To provide information about the length of the working day, holidays, weekends, etc., the Microsoft Dynamics system uses calendars. A calendar is understood as a set of data about a single day and a set of settings according to which data about a single day is generated. Each category of employees uses its own calendar. For employees working in shifts, a separate calendar is defined.
In other words, a calendar can be defined as a planned work schedule for a group of employees in accordance with the standards established by law and the specific operating mode of a specific organization.
Path: Payroll calendars
On the Related tab, by clicking the Calendar - Where Used button, you can view a list of employees working according to the selected calendar. By clicking the Update payroll calendar lines button, you can update existing lines in the calendar from Setup. For example, if holidays were added for the current year.
Step 1 Norms of working hours
The norm of working hours is understood as the number of working units of time for a certain period according to the established mode of work at the enterprise. In the current version of Microsoft Dynamics, the unit of accounting for working hours is hours, and the work period corresponds to a week. For example, if the enterprise uses a 5-day work week with an 8-hour work day, then the norm of such a work schedule is 40 working hours per week. Data on the norms of working hours for different work schedules are stored in the Norms of working hours directory.
Step 2 Calendars
The calendar consists of four parts: • Header containing general information about the calendar. • Calendar lines – calendar layout by date. • Payroll calendar setup – rules according to which the calendar lines are generated (data on days of the week, weekends, holidays, frequency of changes). • Summation of working hours – rules according to which the summarized accounting of working hours is calculated.
The system must contain all the necessary calendars, according to which the company's employees work. At least one calendar must be defined to work in the system and calculate wages. Each calendar registered in the system can be used indefinitely. The period defined by the values in the "Start date" and "End date" fields in the calendar header displays only the period for which the working and non-working days of the calendar are set. The end date of the period changes automatically when the calendar is extended.
The calendar card contains the following information:
Payroll Calendar Card page, General tab
| Field | Description |
|---|---|
| Code | Calendar code. |
| Name | Calendar name. |
| Shift days | The field is filled only for shift calendars and defines the duration of the full shift cycle (working and non-working days). |
| Shift start date | The field is filled only for shift calendars and defines the start date of the shift calendar. |
| Start date | The field value is filled automatically and is not editable. The field value is defined as the start date of the calendar line setup. |
| End date | The field value is filled automatically and is not editable. The field value is defined as the end date of the existing calendar line setup. |
| Description | An arbitrary description of the calendar that can be used to generate text templates for HR orders. |
Payroll Calendar Card page, Lines tab
| Field | Description |
|---|---|
| Date | Calendar date. The calendar is created on a daily basis without gaps. |
| Description | Text description of the day. Usually the field displays the name of a public holiday or another feature of the day, for example, a shortened day or a transfer of days off. |
| Status | Current status of the day. The “Released” status means that the calendar for the date has been checked and cannot be changed. Timesheets for accounting of working hours can only be created for a calendar with the “Released” line status. |
| Non-working | The field must be set to "Yes" for all non-working days. |
| Start time | Start time of working day. |
| End time | End time of working day. |
| Work hours | The number of working hours according to the calendar on a working day. |
| Rest hours | Rest hours. |
| Week Day | The name of the day of the week. |
| Day status | The field displays the type of day off. Possible value options: Day off. • Holiday. |
| Time Activity Code | Time activity code for working hours specified in the planned time sheets. |
| Night Hours | Number of night hours according to the calendar in a working day. |
| Night Hours Time Activity Code | Time activity code for night hours specified in the planned time sheets. |
| Shift Code | If there is no clear sequence that can be created by automatically creating lines from the setup, it is necessary to specify the shift code for a specific day, the code will pull up the necessary parameters (hours, time code, start date). |
Note: Please note that the number of night hours is specified within the working hours, i.e. 10 working hours, of which 2 night ones.
Payroll Calendar Card page, Payroll tab
| Field | Description |
|---|---|
| Working hours | The number of working hours by lines. |
| Working days | The number of working days by lines. |
| Days off | The number of days off by lines. |
| Holidays | The number of holidays by lines. |
| Part-time | The sign of partial calendar working hours. |
Payroll Calendar Card page, Summarized accounting of working hours tab
| Field | Description |
|---|---|
| Calendar For Summarized Time Tracking | The "Yes" value is set only for calendars with summarized accounting of working hours. |
| Period For Summarized Time Tracking | The list contains options for the working time calculation period:• Month • Quarter • Half-year • Year. |
| Regulatory Calender Code | The calendar code that determines the norm of hours/days for the current calendar. |
| Sum. Overtime Code | Specifies a specific activity code that is automatically used to determine overtime. |
| Sum. Work Time Group Cod | Specifies the time activity group code for determining working time. |
| Reduction Norm Work Time Group Code | Specifies the time activity group code for reducing the working time norm. |
| Reduction Overtime Work Time Group Code | Specifies the time activity group code for reducing overtime. |
| Day off Time Activity Code | Specifies the rest day activity code. |
| Calc. on End Period | Summarized payroll calendar setting. If an employee was transferred during the period to the same calendar (with the setting enabled), overtime hours in the employee's timesheet are recorded at the end of the period and are not recorded before the transfer date. |
Let's look at the functional buttons of the Payroll Calendar Card page menu:
Payroll Calendar Card page
| Button | Description |
|---|---|
| Create lines | Create new calendar lines in the period defined by the parameters specified when the function was run, in accordance with the settings defined for the calendar. |
| Copy Setup | Copy the settings of an already created calendar. |
Payroll Calendar Card page, Related tab, Calendar block
| Button | Description |
|---|---|
| Setup | Basic setup for the calendar. Defining the list of days off and holidays per year, as well as the frequency of shifts. |
| Calendar by periods | Viewing the calendar by periods with working/non-working days/hours displayed. |
| Employee access control setup | Employee access control setup. |
Payroll calendar card page, Lines, Line menu
| Button | Description |
|---|---|
| Release | Assigning the "Released" status to the selected calendar lines. |
| Open | Opening the selected calendar lines for editing. Editing the calendar is not possible if the employee's work time schedules have already been generated and approved for the period. If the work time sheets have not yet been released, you can open the calendar line, make changes and release them. The updated data for the line will be entered into all time sheets created based on this calendar. This is useful for making changes regarding the transfer of working days. |
| Release all lines | Granting the "Released" status to all calendar lines. |
Step 3 Basic calendar setup
The basic calendar setup defines working days and days off, the length of the working period (for standard calendars, this is a week or another period for shift calendars), and holidays defined by law. Basic settings can be set individually for each calendar.
The lines of the Payroll calendar setup page are filled in according to the following principles:
Payroll calendar setup page
| Field | Description |
|---|---|
| Year | The year to which the calendar setup applies. If the year is not defined, the setup will be applied to any year. |
| Period type | Period type:• Week – used to determine the order of display in the timesheet for standard (weekly) schedules. • Month – used to define statutory working days and holidays. As well as specific dates (according to local regulations) for which special time activity codes must be used. • Shift – used to define the order of display in the timesheet for periodic (shift) schedules. |
| Period No. | The field is filled in for time periods of the “Month” type and defines the month number of the year. |
| Period name | The field is filled in automatically when filling in the "Period number" and "Name of the month of the year" fields. |
| No. | Sequential number for the time period. The field value is determined depending on the period type. • Week – sequential number of the day of the week. • Month – a specific day of the month. • Shift – sequential number of the day in the shift (period). |
| Description | Text description of the setting. As a rule, the field contains the name of a public holiday or other comments for a specific date. |
| Non-working | Flag for non-working days. |
| Start time | Shift start time. The field is filled in as needed. |
| End time | Shift end time. |
| Working hours | The planned number of working hours per day. |
| Week day | Name of the day of the week. The field is filled in if the period type is set to Week. |
| Day status | The type of non-working day. The field allows you to distinguish between weekends and holidays. For working days, the field must be empty. |
| Time activity code | The time activity code set for working hours when generating the planned calendar and the employee's time sheet. |
| Night hours | The planned number of night hours per day. |
| Night Hours Time Activity Code | The time activity code set for night hours when generating the planned calendar and the employee's time sheet. |
It is possible to copy the setup lines to other calendars. To do this, use the Copy setup lines button. You need to select the lines to be copied, click the Copy setup lines button and select the calendars to which you need to add the setup lines.
Step 4 Creating a new calendar
To create a new calendar, you need to perform a certain sequence of actions and define the settings:
- Create a new payroll calendar card, define its Code, give it a Name and define, if necessary, the shift (the Shift duration in days field).
- Define the basic calendar setup (Calendar – “Setup) in one of the possible ways: • Manually and • By copying the setup of an existing calendar.
- Create calendar lines (Functions – Create lines). In the “Start Date” and “End Date” fields, define the period in which the calendar lines should be created and click the OK button to complete the creation of the lines. If the Clear Lines option is enabled, the lines created earlier than this period are deleted and replaced with new ones.
- Check the correctness of the calendar generation and the total number of working and holiday hours/days per month (Calendar – Calendar by periods). Individual changes can be made manually to the calendar. Automatic calculation of holiday hours for shift calendars has been added. If the calendar has a value in the “Shift duration in days” and “Shift calendar start date” fields, then when creating a line in a working day calendar, a check is performed to see if it includes a Holiday (according to the calendar setup, according to the Holiday Day status). If it does, then for such a line the value in the “Time activity code for holiday hours” field is filled in with the value of the similar field from the Holiday Setup, and the Holiday Hours field is filled in with the value of Working hours from the current line for the day.
- Select the checked calendar lines and approve them (Functions - Release), protecting the settings from accidental changes.