The WFS People Services team must pause and terminate employees who reach the allowed working days limit per year if needed.

This process is usually applied in the second half of the calendar year.

Employees who reach allowed working days until 30.09 must paused & terminated independently on the Hub manager’s approval.

Employees with student permits who reach the allowed working days after November 1, can be paused or terminated depending on the Hub manager's suggestion.

An employee can stay paused without influence on the social security contribution for 4 weeks.

All communication and reminders to the employees must be sent via Fountain.

Communication via ZenDesk must be used according to macros and only if the employee reaches out to us first.

The terminations from 01.11 are processed based on the Hub manager's decisions—example 1. If the Hub manager decides to pause the employee, the WFS People Services team will pause the employee until the next calendar year.

Hub managers receive Slackbot notifications and must make decisions by reacting to them. These notifications are automated, and later updated in the Visa list tab “Student Cases”.

All worked days information is taken from the Quinyx.

Employees’s data who have student permits is taken from Fountain. For data to be correct, the WFS People Services team must always cross-check in Fountain if the “Visa type” field is filled out correctly.

In case, the employee is paused until the next calendar year, the WFS People Services team must issue a contract pausing agreement and send it for signature via DocuSign the same day as the employee is paused.

In case an employee is terminated due to reaching the allowed working days, the WFS People Services team will process unused vacation days compensation.

If an employee is paused until the next calendar year, the WFS People Services team will manually process a vacation absence for the unused vacation in Quinyx and inform the employee about it via ZenDesk.

Hub managers will have an overview of employees' worked days in Cluster sheets.

For student permit holders worked days are counted as per the following: Full day- actual shift worked more than 4 hours. Half day- worked shift less and equal to 4 hours. Absences are not counted into worked days.

Every year the regulations for student permit holders must be reviewed and documents such as termination notices and contract pausing agreements reviewed by the legal team if they are up to date with legal requirements.
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Quinyx

Fountain

SAP

ZenDesk

Slack

Blue collar visa list

Termination Sheet

Termination template

DocuSign

Template for contract pausing (use “DocuSign_Informationsschreiben_ Ruhestellung.updated signature[UPDATED]”)

HR tracker

CL visa sheets

Warnings Master 2.0 sheet

The new cases are added once per week.

Once the new cases are added, the WFS People Services specialist must validate if all employees indeed have student permits. All reviewed cases must be marked in column I “Checked by PO”.

In case, an employee has a student permit, column J “Student Visa” must be checked.

In case the employee does not have a student permit, column J “Student Visa” is not to be marked, and the comment in column L is to be left.

When an employee is paused in Quinyx, column K is to be checked.

When an employee is terminated, column P “Terminated” to be marked,

When an employee must be paused until the next calendar year, column Q “Paused - Student Visa” is to be checked.

When the WFS People Services team issues a vacation compensation or manually approves vacation absence in Quinyx, column R “issued vacation compensation?” is to be marked.

Once the employee reaches the allowed 140 full days, Quinyx must be manually paused by the WFS People Services team.

Do not forget to update correctly the employee’s Fountain profile!

When pausing an employee’s Quinyx profile, remember to put an internal note in the advanced fields. For example, “Paused due to visa on DD.MM.YYYY, reached allowed working days limit”.

If the employee worked 140 days, the column “To be paused” must be checked so the employee will be paused automatically.

When an employee must be paused until the next calendar year, the WFS People Services team will process the contract pausing agreement.

Once the CVS file is prepared change to DocuSign People Ops account and use the template “Working Students Ruhestellung” for sending out.

Once sent out, cross-check if it is signed and store it in G-drive and the employee’s SAP personnel file.

Refer to vacation SOP here

In case an employee is terminated, the WFS People Services team will issue a vacation compensation using HR tracker. We do not inform employees about it unless they ask about it.

In case an employee is paused until the next year, WFS People Services team will manually process unused vacation absence in Quinyx starting the day the employee is paused. We inform employees about approved vacation absences via ZenDesk.

For the remaining days, WFS People Services team will add an unpaid vacation in Quinyx until the end of the year.

IMPORTANT: for vacation absence we process all accrued vacation days in this year and do not leave 5 vacation days carry over to the next year. The exemption can be made only if approval is made in December and not enough days are left until the end of the year.

WFS People Services team, after pausing employees until the next year, will navigate to their Quinyx schedule. If an employee has assigned shifts, the WFS People Services specialist will unassign shifts and make them open so the Hub manager can schedule other people instead.

IMPORTANT: do not delete future scheduled shifts!

In case an employee already had missed shifts after pausing, the WFS People Services team will process proactively No-show warning according to standard in “Incorrect No-Show Warning” SOP.

Inactivity warnings- come up with a process with central on how to avoid issuing such warnings as they are done automatically. Best to be to flag to the Central team immediately when we pause employees so they do not issue such warnings to them.

In case the employee receives an inactivity warning when they are paused, WFS People Services team will open “Warnings Master 2.0” sheet and issue a warning withdrawal in the tab “[ACTION] Remove Warning” and inform the employee about the warning withdrawal.

“[VISA Management] DE > EN> Worked more than 120 days”- when employees ask why Quinyx is paused.