New year: what you as an administrator should consider
This article covers the most common items you should check before and after the new year. Some settings depend on your organization’s internal agreements, while others may be related to Norwegian legislation.
Flexitime in the new year
If your organization uses flexitime, you should check that a new flexitime period has been created before employees start taking or requesting time off in lieu in the new year.
Create a new flexitime period
If employees have flexitime agreements, all or part of their flexitime balance will often need to be transferred to a new period.
Some organizations close their flexitime period once a year. Others close several periods during the year.
Regardless of how often you close flexitime periods, you should create a new period well in advance. This ensures that time off in lieu and flexitime are recorded against the correct period.
Check the limits for transferring flexitime
If you have rules for how much flexitime can be transferred, you should check the upper and lower flexitime balance limits before closing the period.
For example, this applies if employees can transfer only a specific number of positive or negative hours to the next period.
Vacation and vacation days in the new year
Vacation days must be checked for each year.
Capitech Flow can suggest the number of vacation days based on the client settings and the employee’s age. You can also set a custom number of vacation days for individual employees when needed.
Check the correct number of vacation days
Before you start using the new vacation year, you should check that employees have the correct number of vacation days.
This is especially important if:
- employees have a vacation agreement that differs from the standard agreement
- employees receive additional vacation because of their age
- employees have a custom vacation balance
- employees started or left during the year
Transfer vacation days from the previous year
If employees have remaining vacation days, you can transfer their vacation days to the new year.
Employees do not need to request the transfer in the system. An administrator can do this directly in Capitech Flow.
Planned working hours in the new year
If you use the Plan module, you should check that employees also have planned working hours after the new year.
Planned working hours are used as the basis for calculating hours, absence, and staffing.
Extend the existing plan or create a new plan
If a shift rotation is valid until 31 December, you must either:
- extend the existing plan
- create a new plan for the new year
This ensures that employees’ working hours and absence continue to be calculated correctly after the new year.
Frequently asked questions
What should administrators check in Capitech Flow at the start of a new year?
You should check flexitime periods, the transfer of flexitime, vacation days, and the plan for the new year.
Do we need to create a new flexitime period before the new year?
Yes. If you use flexitime and employees will record or request time off in lieu in the new period, you should create the new flexitime period well in advance.
Do vacation days need to be entered every year?
Yes. Vacation days must be checked for each year. Capitech Flow can suggest the number of vacation days based on the client settings and the employee’s age, but you should check that the balance is correct.
Can an administrator transfer vacation days to the new year?
Yes. An administrator can transfer vacation days to the new year in Capitech Flow. Employees do not necessarily need to request the transfer in the system.
What happens if employees do not have planned working hours in the new year?
If employees do not have planned working hours, the calculation of hours, absence, and staffing may be incorrect or incomplete. You should therefore extend the shift rotation or create a new plan before the new period starts.