Year-end process

• You provide help for all employees in your unit to ensure that they have recorded their times by 24 December 2024.
• You provide support for the budget officers (BV) so that they can approve the times recorded.
• You make corrections where necessary.

Employees must have recorded their attendances up to the end of the year by 24 December 2024 at the latest. Any attendances planned for the period between Christmas and New Year is to be recorded in advance. Employees are to offset any minor changes to this in January, while any significant discrepancies can be adjusted by the Admin-HR by making a correction accordingly.

The report Control and approve carry-forwards in ETHIS (under Persönlich > Zeitwirtschaft > Time management for staff/teams) will help you with controlling the carry-forward, attendances, holiday balances and loyalty bonus.

This applies to e.g. to CSCS, etc.

• You must transfer every employee’s binding balances for holidays, loyalty bonus and, if necessary, attendances up to the end of the year into ETHIS on their behalf by 24 December 2024 at the latest.
• You provide support for the budget officers (BV) so that they can approve the times recorded.

The report Control and approve carry-forwards in ETHIS (under Persönlich > Zeitwirtschaft > Time management for staff/teams) will help you with controlling the carry-forward, attendances, holiday balances and loyalty bonus.

According to how fully the employees in your unit have completed their recording duty by 24 December 2024, there are two scenarios for the completeness check and the carry-forward:

1. If 2024 is already fully recorded and closed:

If all employees in your unit have completed the year 2024 before 24 December 2024, the carry-forward will be done. This process is irreversible and wanted. When employees close the month of December, all previous months are also automatically closed. Employees can then no longer open and/or adjust individual months of the year 2024 retrospectively. For you as administrative assistant with HR rights this means:

• In this case, you do not have to do the carry-foward.
  
• You just have to check the carry-forward and correct it if necessary.

You will find an overview of the balances (Columns Arbeitszeit Übertrag, Ferien Übertrag und DAG Übertrag) and the status (column status carry-forward) of all employees in your unit in the report Überträge kontrollieren und genehmigen unter Persönlich > Zeitwirtschaft > Time management for staff/teams. Once employees in your unit close the year, the column status carry-forward displays the entry "Ready for Approval."

Check carry-forwards

Are the reported carry-forwards in the columns Arbeitszeit Übertrag, Ferien Übertrag und DAG Übertrag plausible? If not, you can correct the carry-forwards.

2. If the year 2024 is incomplete and not closed:

A: If your reminders to close the year have been unheard and not all employees in your unit have closed the year 2024 before 24 December 2024, HR will close the year on behalf. You can make corrections as of 3 January 2025.

B: If your unit uses an external time recording system, then in ETHIS the year is also incompletely recorded and not closed and you have to do the closing of the year.

You can find the status of the end-of-year (column status carry-forward) of all employees in your unit in the report Überträge kontrollieren und genehmigen unter Persönlich > Zeitwirtschaft > Time management for staff/teams. If employees in your unit have not closed the year yet, the column status carry-forward displays the entry "Not ready for approval".

The report Control and approve carry-forwards in ETHIS (under Persönlich > Zeitwirtschaft > Time management for staff/teams) displays the status and the values of the carry-forwards.

• In the selection on the left, select the identification number (Leitzahl) at which you want to approve employee carry-forwards. The right-hand column already shows the carry-forwards status of the listed employees. Until 24 December 2024, all listed employees should have the status "ready for approval". Employees with an employment contract as academic guest, guest lecturer or externals as well as hourly wages are not listed. With these employee categories, the carry-forward for working hours, holidays and loyalty bonus is always 0 and does not have to be approved.
  If required, you can also select only individual employees on the right-hand side to display the selection. This is only required if you explicitly want to authorize the carry-forward of an individual employee.
  
• Click on "Anzeigen".
• Please check the carry-forward of all employees with the status «ready for approval» (columns Arbeitszeit Übertrag, Ferien Übertrag, DAG Übertrag)
  
• If necessary, you can correct individual carry-forwards. Then redo the evaluation so that the corrections made are shown.
• Approve: If you click on "Approve", all carry-forwards of the employees for whom you are responsible for the budget are approved in one step with the carry-forward status "ready for approval". This process can only be done once for the individual employees.

If balances are to be approved by only individual employees, they must already be selected individually during selection.

Employees whose carry-forwards have already been approved are shown in grayed out lines and have the status "approved". These carry-forwards can no longer be corrected for these employees. It can be made during the year protected page corrections, but these have no effect on the carry-forwards .

If required, different statuses can be selected in the "Status Bearbeitung" column. These serve as tools for internal communication between the administrative assistant with HR rights and the budget officers and have no influence on the function "approve". If the status in the "Processing Status" column is set to "not ready for approval" and budget officers click on "Approve", the carry-forwards will still be approved.