Recording working time and absences
Process of recording working time
Employees at ETH Zurich are Download obliged (PDF, 60 KB) to record their attendances and absences in protected page ETHIS or in an external time-recording system throughout the year (recording obligation in accordance with personnel category).
In ETHIS under Persönlich > Zeitwirtschaft > Time sheet > protected page Attendances and absences (time sheet) employees see, which time recording duty applies to them.
Recording working time during the year
Information on the year-end process is available separately.
- Employees manage their own protected page attendances and absences throughout the year in accordance with their staff category.
- Employees maintain their protected page time management settings e.g. in the event of a change in the level of employment (adjustment of sample week)
- Employees (and Admin-HR on their behalf) close each year before Christmas by closing the month of December (= carry-forward).
For employees without recording duty
The protected page default setting in ETHIS (under Persönlich > Einstellungen > Time management settings) is set to "no time recording". If you still want to record attendances or absences, you can choose different options for recording. It is also possible to choose only months for time recording where it makes sense to record working time (for example, participation in an EU project). Once a month is closed, not all options are still available.
For employees with recording duty
The protected page default is set to "Record only absences". It is possible to choose months for time recording where it makes sense to record working time (for example, participation in an EU project). Once a month is closed, not all options are still available.
- Administrative assistants with HR rights help employees, supervisors and budget officers with keeping a regular record of working time and with any specific issues.
- Administrative assistants with HR rights can make corrections throughout the year.
- Administrative assistants with HR rights can adjust settings for employees on their behalf (e.g. adjustment of sample week due to a change in the level of employment).
protected page ETHIS Help time management
- How does the Admin-HR control employee's protected page attendances and absences (display of current time balances)?
- Where does Admin-HR see the protected page current time management settings of all employees in the unit?
- How does the Admin-HR protected page customise the settings for others?
- How does the Admin-HR protected page record absences for others?
- How does the Admin-HR protected page edit time credits (correct balances) throughout the year?
Instructions to the year-end-process for time management
- Supervisors / persons responsible for time management regularly monitor the attendances of their employees throughout the year.
- Supervisors / persons responsible for time management ensure that holidays and paid leave (loyalty bonus) as well as overtime requiring compensation are always included in records for the calendar year in which they occur.
- Supervisors / persons responsible for time management approve absence requests if "absence request required" has been set in the employee's personal time management settings.
- HR Consulting clarify technical, organisational or legal issues in specific cases.
Support
If you have any problems with logging in, lack of authorisations or user issues, please report these directly in protected page ETHIS using the support function. ETHIS Support is the basic portal for providing technical support for all employees and administrative assistants with HR rights. You can also find further helpful information in protected page ETHIS Help under “Time management”.
For any administrative queries, your first point of contact should be the HR Administration.
If you have any questions regarding regulations, please contact your HR Consulting.