In the following article you will learn as an administrator, how to integrate and manage international branches in addition to German organizational units.
Table of content
- Introduction
- Adding organizational units
- Assign persons
- International Time Management
- Translate HRworks in your language
1. Introduction
HRworks also optimizes the day-to-day work in travel expense management and HR in your foreign branches. HRworks International provides you an overview of the countries for which HRworks already offered a solution for travel management, time management or personnel administration.
On the one hand, these are countries (e.g. Austria) for which the country-specific regulations are stored, and on the other hand, countries (e.g. Switzerland or Great Britain) for which travel expense management takes place by receipt entry. Travel expenses are paid in the country-specific payment currency. With regard to time management, the public holidays of the respective countries are also integrated in HRworks and can be added at any time. Carry out the following steps (one after the other) to be able to use HRworks outside of Germany.
2. Adding organizational units
For the following settings you need the administrator-role "Organizational unit administrator".
In the admin-menu "Basics/Organizational units" you can create a new organizational unit with click on the button "New". Enter the title of the organizational unit and choose the country for statutory rule:
Click on the newly created organizational unit and go to "Travel expenses" on the right for setting up travel management:
Expense groups: The statutory per diems already available in HRworks are automatically assigned to the organizational units (listed on our website). For countries where no expense groups have yet been stored, you can optionally create receipt type for this purpose (Admin menu/Travel Management/Basics/Receipt type).
Receipt type: In this tab the standard receipt types of HRworks are listed. You decide if you want to use them. If not, remove each receipt type with click on the button "Remove". Afterwards, the receipt types are no longer available for selection.You can add them again at any time. For adding or editing receipt types, change to the admin-menu "Travel management/Basics/Receipt type". Select the country of the organizational unit.
Payment methods: Back again in the admin-menu "Basics/Organizational units/tab "Payment methods" you select the methods of payment for your employees. In the admin-menu "Travel management/Basics/Payment methods" you add and edit the available payment methods.
Export structure: If the business area, client or company code of the foreign organizational unit differs from the superior inland organizational unit, enter the required type and code for the new branch here.
SEPA Export: If you use SEPA exports in your company, decide here whether the SEPA information should be inherited from the superior organizational unit or enter new bank data.
Booking parameter: In this tab, enter the account as well as the corresponding key for meal reductions. Organizational units of the countries for which no statutory flat rates are stored require the clearing account as well as the key for advances received.
Then enter the required keys for each VAT rate according to your financial accounting system. In the admin-menu "Travel Management/Basics/Value Added Tax" select the country as well as the VAT rate and fill in the empty field in the right area with the corresponding key. Also check the given VAT rates of HRworks. Edit and add the VAT rates if needed.
3. Assign persons
New person
For the following setup you need the role "Person-Administrator".
New persons for international organizational units can be created and assigned to them either beforehand or afterwards. Go to the admin-menu "Persons/Persons" and click on the button "New/New person". The following window opens:
If no created organizational unit is available for the country in your system yet, you can create it directly in the following window and edit it further at a later time if necessary.
In the other case, you assign the new person to the already created organizational unit by first selecting the desired country. The assignment to the corresponding organizational unit and permanent establishment then takes place automatically.
Convert person
For the following setup you need the role "Person-Administrator".
Employees, who are already assigned to an organizational unit (and with that to another country), can be converted with a right click on the person in admin-menu "Persons/Persons" and the option "Convert person". Optionally, you can convert the person in the employee-menu "Master data/Master data".
Mark the needed country and approve the automatic selection of the permanent establishment and organizational unit.
Note: If the person is assigned as a absences substitute in the future or has open travel expense reports/absences in the past, the converting process won´t be possible.
Therefore, check whether the person does not have a deputy status, whether his or her trips have the status "Reimbursed" and whether all past absences have been checked by the superior/approver. If this is not the case, close them.
If the checked absences of an employee to be converted are in the future, they are not directly transferred to his or her leave account, but are reset to the status "Entering". Re-approval is then handled by the superior or administrators of the responsible organizational unit.
Entered and reimbursed travel expense reports won´t be transmitted to the new/converted person.
If the person has been successfully converted, you will receive the following message:
After the converting process the employee is doubly created, but will be charged onyl once in your monthly bill. The initial person is set to departed and the user- and employee-ID are automatically renamed.
Thus, the converted person can continue to use their original data.
The departed person is connected with the converted person and therefore can not be deleted until the converted person is set to departed.
Prospect: That´s how the employee interface looks like
Employees and administrators enter and check those travel expenses in the same way as german employees/administrators. There are just a few country specific differences.
VAT rates depend on the country and the respective receipt type.
Examples:
VAT for France:
VAT for Great Britain with automatic assignment of the country-specific default currency:
Depending on the country, a different view of the daily specification is offered in relation to different possibilities of travel expense reporting:
Daily Specification for Belgium (Deduction and per diems included):
Daily Specification for France (Deduction and per diems excluded):
You enter kilometer data and route details only in Germany and Austria, whereby in Austria the border crossings are also relevant.
4. International Time Management
For the following setup you need the role "Absence Basics Administrator".
In international establishments, time management differs only in the respect of country-specific public holidays and in the calculation of vacation. You can find the public holidays of the implemented countries in admin-menü "Time management/Basics/Public holidays". There the holidays can be edited and added by yourself at any time.
Example: Different holidays in Switzerland depending on the canton:
Depending on the country, you can add new or not existing holidays according to the countries, states or cantons.
The vacation calculation of a foreign employee depends on the assigned work schedule.
If the vacation entitlement differs from country to country, adjust in admin-menu "Time management/Absences/Settings". Click on the "New" button in the "Types of holiday" tab and enter the new holiday type with the desired days of vacation.
If a legal regulation for vacation calculation is already implemented in the system, the vacation days are calculated according to the country-specific regulations.
Example: The vacation calculation of a german employee takes regulations of the Bundesurlaubsgesetz into account:
The vacation calculation of a luxembourgian employee takes the current employment law into account:
If the checked absences of an employee to be converted are in the future, they are not directly transferred to his or her vacation account, but are reset to the status "Entering". The superiors or administrators of the responsible organizational unit then take over the renewed approval.
5. Translate HRworks in your language
HRworks is available in German and in English. Other languages are already implemented in HRworks. To be able to offer the software fully translated in all languages, HRworks needs your support!
Activate the translation tool via the hamburger menu in the upper right corner. You can support yourself step by step with the following helpcenter-article.
