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Advanced functions

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Transfer files are used to initialise accounts and perform specific calculations. There are a lot of applications available with transfer files. Template transfer files are available from the Time & Activities > Set up > Calculation functions > Transfer file templates. There are 2 types of transfer files:

•The template files, which are created from the Time & Activities > Set up menu, where they are saved to be used for any employee

•The individual files, which are created for one employee and will be used only for him/her.

Transfer file templates

It is possible to perform operations on most accounts of the system.

There must be only one origin account but there may be several destination accounts. The transfer file can be issued from the global result or from an intermediate result (weekly result, periodic result, etc) by the execution order. It is possible to add transfer conditions (required minimum, set value, etc). The value to be transferred can be increased or decreased, using a coefficient that can be configured.

To summarise, the most common special calculations that could be requested from Kelio can be solved by means of appropriate transfer files. You may create folders which will then be used to classify the template transfer files that you will create by right-clicking on the entity organisation chart (filtering field in the bottom left of the screen) and select Create Folder(s).

Example:

Let us take a simple example for the explanation. The Kelio system is capable of putting all hours worked from 35hrs to 39hrs in a separate account, using an overtime account. At the end of each week, we have an account which includes all hours worked from 35hrs00 to 39hrs00.

We want these hours to be increased to 125% each week and then included in the paid leave balance so that the employees may take absences of this type.

Creating a template transfer file

1.Click on or right-click on the list of existing files and select Add.

2.Enter a Description for this transfer file.

3.If necessary, enter a Comment which will help you understand the file.

Function tab

a.Select the Function type to be carried out. Here, you will select a conditioned transfer that will allow you to set up a lower limit and a higher limit for the hours to be transferred.

b.Select the Origin account to be limited. Here you will select the week overtime account by clicking on behind the origin account.

c.Click on to select the account(s) to which the hours will be transferred, Destination accounts. The file cannot be validated if no account is entered.

d.Activate the Transferred value deducted from origin account check box to avoid hours being paid twice.

e.Define the hours to be transferred. Here we will choose Higher than with limits greater than 0 hours.

f.Determine a multiplying or dividing wage band on hours to be transferred. Here, you want hours to be paid to 125%; you will therefore set a 1.25 multiplying wage band.

g.Define whether the result should be rounded. For each of the roundings, you must indicate its value and the tolerance which allows you to determine the limit to round up to the nearest value. (Available for the function types: limitation transfers, conditional transfers, value transfers, account totals and subtraction of accounts)

Conditions tab

a.Set up a condition For example a Paid week account with the button opposite If the account, then the condition Greater than 35 hours that will generate the transfer.

b.Activating the Operator enables a second condition to be added.

Calculation organisation tab

a.Select whether only the Completed will be impacted by the transfer or whether the Planned will also be impacted; this allows you to perform the estimated calculation of the destination account balances.

b.Choose the Calculation point; most of the time we will choose In the global result but you may choose to carry out the transfer before certain calculations.

c.Use the arrows in the right-hand part of the screen to change the execution order of transfer files if necessary in the calculation order.

4.Activate the Visible in the reports check box if you want to display an icon in the reports to indicate that a transfer file has applied.

5.Follow these instructions to link this file to an entity.

6.Click on Save to validate the file creation.

Assigning a template transfer file

Account transfer files

Account transfer files are accessible from the Time & Activities > Set up > Calculation functions > Account transfer files menu. This function enables employees, via their Collaborative workspace, to submit their own distribution of values, results, etc., for validation between their different accounts and/or to transfer leave hours or days directly to another employee.

For example, employees may:

•Choose the number of hours for which they want to be paid from the overtime hours they have worked,

•Transfer their paid leave balance to their time saving account (TSA)

•Convert their travel hours into TOIL hours,

•Donate delegation hours to an alternate

•etc.

Individual transfer file

Example 1:

An employee requests to transfer 3h from his OT account to his TOIL account. The administrator can:

•validate and perform the transfer of 3h to the TOIL account.

•modify to 2h and perform the transfer to the TOIL account.

•refuse.

Via My Workspace, the employee will be able to carry out an account transfer by choosing a type of transfer. A confirmation window opens once their request is created. An alert message may be indicated if their request does not respect the execution conditions configured earlier. This employee's manager is then alerted by email to this request and may validate/modify/deny it.

Transfer to another individual

Example 2:

An employee wants to donate 3h from his/her balance of delegation hours to an alternate.

Via My Workspace, the employee will be able to carry out an account transfer and directly select the individual in question. The recipient employee will receive an email notifying them of the transfer. The type of transfer may be subject to validation from a manager or administrator.

Creating an account transfer file

1.Click on or right-click on the list of existing files and select Add.

2.Enter a Description for this transfer file.

3.If necessary, enter a Comment which will help you understand the file. This text will be displayed in the Employee Self-Service when the employee makes his/her request.

Transfer parameters tab

a.Select the Transfer type. Individual (see Example 1) or Transfer to another person (see Example 2).

b.Select the account to be limited by clicking on opposite Origin account.

c.If necessary, add Execution conditions so that the employee is either alerted or even inhibited during his/her request if these conditions are not respected.

d.Select the account to which the values will be transferred by clicking on opposite Destination account.

e.If necessary, add Execution conditions so that the employee is either alerted or even inhibited during his/her request if these conditions are not respected.

f.Define the Value to be transferred.

g.Activate the Deduct the value from the origin account check box to avoid hours being counted twice.

h.If necessary limit the value to be transferred between two markers.

i.Define a Multiplying wage band on hours to be transferred: for example here, you want hours to be paid to 125%; you will therefore set a 1.25 multiplying wage band.

j.For an individual file, select a Run period:

k.For a transfer to another person, select the recipients authorised to receive donations. You can choose either one or several employees, a population or a group of people.

l.Indicate whether the transfer to another person is subject to validation.

m.All the account transfer files to a third party can be made anonymous. Check the box Hide the identity of the donor. The email received by the beneficiary will not contain the name of the person who made the donation.