Working hours

Working hours are the working time fund - how many working days and hours a person is to work in a given month. You find the module in the menu Work → Working hours.

You enter working hours for a year and month at three levels:

• general - apply to everyone who does not have their own working hours set. ReFIS fills them in itself for the next 15 months: the number of working days is Monday to Friday without non-working days, and it adds eight hours for each day. A later change of non-working days does not recalculate records already created. You can only edit general working hours, not add or delete them.
• for a type - for example for single-shift operation or a part-time job. You define the types in the code list Types of working time.
• for a person - you either assign a type to the person (“By type”), or enter their own values (“By specific settings for this person”). A person with a type takes over the values of the type, and ReFIS updates them when you change the values of the type.

When ReFIS needs a person's working hours for a given month, it uses their working hours, their own or by type. If the person has nothing entered for that month, it uses the general working hours.

The list has the filter “General working hours”, “For type” and “For a specific person”. With the functions “Add working time for type” and “Add working hours for a person” you enter one month at a time, with the function “Edit working hours” you change it. You can delete only working hours for a type or for a person.

In the form you enter:

• “Year” and “Month” - only when adding
• “By type” - the working time type. For working hours for a type you always select it, for working hours for a person only if you are assigning a type to them.
• “Person” and “Working hours” - for working hours for a person. You choose “By type” or “By specific settings for this person”. When editing, there is a third option “By general working hours”, with which you delete the person's record and the person returns to the general values.
• “Number of working days” and “Number of working hours”
• “Break length” and “Paid break”

You do not have to enter the length of one work shift. “One work shift” is the number of hours divided by the number of days, and ReFIS calculates it.

Working hours for a type can be entered only once for the same year and month, otherwise ReFIS reports “The selected type is already defined in the given year and month.”

You import the working hours of persons for a whole year at once with the function “Import from XLSX”. The file must have the same format as the sample file you find on the import screen. It has the columns Person identifier, Name of the person, Working time type, Year, hours for each month from January to December, “Break length” and “Paid break” (value “Yes” or “No”, any other value is taken as “No”). ReFIS finds the person by identifier, and if it does not find them this way, by name, if it is unambiguous.

• If the person has no type, ReFIS saves the entered hours as the person's own values, overwrites existing records and calculates the number of days by dividing by eight.
• If the person has a type, it skips existing records and takes the days, hours and break from the type. The hours in the month columns only determine which months are created.
• ReFIS skips a month with zero or empty hours, as well as a row with an unknown person or type. Before the import, the preview marks them in red.

You download the list of working hours of persons with the function “Download” in the right side panel if the filter “For a specific person” is selected in the list. The file has the same format as the import input, so it can be used as a template.

• The function “Add records for the month” in the Time entries module takes from them the number of hours, which it distributes among projects or other labels.
• When saving a time entry, ReFIS uses them to warn about overtime and breaks. It calculates the length of the work shift from the person's working hours. If the person has none, it uses eight hours.

Working hours are controlled by the operations “View working hours”, “Add working hours”, “Edit working hours” and “Delete working hours”. Import requires the right to import and the operation “Add working hours”. Types of working time have their own operations “View working time type”, “Add a working time type”, “Edit working time type” and “Delete working time type”.

• Time entries
• Types of working time
• Non-working days