Managing Minijobber

It is now possible to use the minijob contract type in Shiftbase. For an employee to be registered as a Minijob. Depending on the hourly wage, we calculate the limit of working permitted hours. Also, you can administer the amount of hours to be paid out to be forwarded to your payroll administration.

Content:

How to set up a Minijob contract

Absences

Minijob contract for the employees

Starting balance

Daily use

Payout

Reports

How to set up a Minijob contract

To use Minijob functionality, make sure it is activated in the Settings > General > Features

You can now find the minijob contract type in the Settings > Employee > Contract types:

Existing Premium accounts can create a new contract type for the Minijob. If a new contract type should use the Minijob function, enable the checkbox Minijob.

For the absence policy, the flex hour one will be preselected, but you can customize it or create a new absence policy for the Minijob (only available in the Premium plan).

Once the Minijob contract is created, it can be assigned to the desired employees in their employee profile under the contracts tab.

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Absence

Depending on the absence policy stored in the Minijob contract type, the vacation accrual and the value of a vacation day in hours can be defined. The accrual can either be based on the contract or on the employee's actual worked hours. In addition, the absence policies can define which days should be taken as absences (according to the contract or based on the schedule) and how much a day should be worth in hours (according to the contract or calculated based on the 13-week average).

Here are 2 examples for calculating the vacation entitlement — one for a dynamic vacation accrual based on actual worked hours, and one for a fixed vacation accrual according to the contract.

 

Dynamic absence accrual: 

This configuration is predefined in the absence policy Flex hours. The number of absence days must be set in the contract based on a 5-day work week. By default, the accrual is calculated over worked days. The system can only calculate the absence value for past periods based on actual worked days, but cannot predict future balances. To enable forecasting, contract hours can be used. Set the average number of working days in the contract, so the system can use this as the basis for calculation. Don't forget to save the changes at the end of the contract. 

Example:
A Minijobber works on average 2 days per week and is entitled to 4 weeks of holiday per year, resulting in 8 holiday days annually. To calculate this correctly, the time-off balance in the contract should be set to 20 days per year. The contract hours for 2 days can include an average number of hours to generate an accurate forecast. 

How the value of a vacation day in hours is calculated can be defined in the absence policies via the absence conversion. This is either based on the contract hours or the 13-week average.

 

Fixed absence accrual:

This configuration is predefined in the absence policy Fixed hours. The number of absence days must be set in the contract based on a 5-day work week. By default, the accrual is calculated over the contract hours. Set the average number of working days in the contract, so the system can use this as the basis for calculation. Don't forget to save the changes at the end of the contract. 

Example:
A Minijobber works on average 2 days per week and is entitled to 4 weeks of holiday per year, resulting in 8 holiday days annually. To calculate this correctly, the time-off balance in the contract should be set to 20 days per year. The contract hours for 2 days can include an average number of hours to generate an accurate amount of days. 

How the value of a vacation day in hours is calculated can be defined in the absence policies via the absence conversion. This is either based on the contract hours or the 13-week average.

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Salary and monthly limit

The minijob contract can be given to an employee in the Employee menu under Contracts. It is vital to set up the hourly wage for minijob to work. Depending on the hourly wage, the allowed monthly limit for the Minijob will be calculated automatically.

The vacation entitlement can also be entered in the employee's contract. The entitlement must always be set based on a 5-day week. The system automatically scales this down depending on the absence settings.

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Starting balance

When your Minijob employee already has hours to carry over (for example, you start with Shiftbase in the middle of the month and the employee has already worked), you can add those hours with Bulk Action > Correct balances. 

To perform this action, you need to go to the Employee Tab. You can select the users in the top left corner, or simply use the filter Contract types on the top right. You click on Bulk-Action > Correct balances.

In the bulk actions window, you select Minijob Balance on top, enter the date and the amount of hours per user individually.

The starting correction is now visible in the Minijob tab in the user's profile.

Daily use

An employee with a Minijob can be scheduled and clock their times like any other employee.

In the schedule, when the Show totals filter is activated, you can view additional details for Minijob employees, identified by the piggy bank icon. This view shows:

• Total hours: The total number of hours scheduled and clocked for the month
• Max. hours: The maximum number of hours allowed per month
• Percentage: The percentage of total hours compared to the limit (visible when hovering over the icon)

 

In the employee tab, you can find a new menu item for your Minijobbers called Minijob. 

Here you can see all past approved worked hours per month and if those have been paid out or not. If hours have not been paid out, or an employee has worked more in a month than they got paid out, the amount will show in the balance for the next month. 

Hovering over the circle on the right side shows the percentage of monthly work hours — that is, how much of the employee's monthly limit has been used in that month. If the limit is exceeded, the circle turns orange and displays the warning.

On the left side, you can display the payment date in the same way.

In the mobile app, you can also find the Minijob tab via the three dots in the employee's contract and track the worked hours per month there.

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Payout

The payouts for the Minijob employees can be prepared in the timesheet > actions > prepare Minijob payout. This function is a preparation, that can be adjusted later again. There will not be a payout made, this is just a preparation in order to export your payroll hours and mark the hours as paid in Shiftbase. 

In the payout column, you can select per employee how many hours each employee gets paid for the selected month. With the search field you can look for specific employees.

With the bulk actions, you can select if you want to pay out the maximum allowed hours per month according to the contract or all of the worked hours, that the employee has currently worked. 

The numbers can then be adjusted manually. With Finish, the hours are released for payout and marked as paid for the employee.

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Reports

In the reports, you have 2 options to get data about the Minijob employees: the payroll report and the period overview.

In the payroll report, there are columns for Minijob payout, through which you can see what hours have been paid for which time period. 

The period overview offers the worked hours and the salary, inclusive all surcharges and absences.