INTRODUCTION
This page aims to clarify everything you need to know about the Public Holiday Payment process. General policies, how to review edge cases and correction compensation.
Guidelines & Policies
Eligibility Criteria:
This policy applies to all employees, including full-time, part-time, mini jobbers, and working students. To be eligible for public holiday payments, employees must meet both the following criteria:
Worked Shifts: Employees must have worked 75% of the specific business day (e.g., Monday) in the past three months leading up to the public holiday(the days in the month containing the public holiday are not taken into account).
Contractual Hours: Employees will be paid for public holidays based on their contractual weekly hours.
Calculation of Public Holiday Payment
NOTE: According to § 2 Abs. 1 EFZG. If the employee had not worked on the public holiday and therefore did not have to perform any work, he would not have been entitled to payment. As we have not defined fixed working days per employee, we have determined that over 75% of worked days are considered regular working days for us.
Full-Time and Part-Time Employees
Contractual Weekly Hours: Public holiday pay is calculated based on the employee's contractual weekly hours.
Example: If an employee's contractual hours are 40 hours per week, they will receive 8 hours of pay for each public holiday they are eligible for. (40 hours / 5 days = 8 hours)
Minijobbers and Working Students
Contractual Working Hours: Payment is limited to the hours specified in the employment contract.
Example: If a working student's contractual hours are 20 hours per week, they will receive 4 hours of pay for each public holiday they are eligible for. (20 hours / 5 days = 4 hours)
Note: Exceeding the contractual working hours may affect vacation, sick, and public holiday payments.
Step by Step:
Employees contact us through Zendesk asking us about the missing vacation payment. Always make sure to first verify the employee's contact information.
Copy and paste the employee's email address into SAP
If the employee's account does not exist with this email address, reply to the employee using the macro DE> EN> Not registered email address
If the employee's account exists with the email address used to contact via Zendesk, move ahead with the next steps.
On the employee's SAP, check the employee's contractual hours: Employment information -> Job Information.
In the payslip, verify if any public holiday payment (Holiday Hours/ Feiertage) has already been made for the date/ month/s claimed by the employee
If the employee has already been paid(as seen in the image below), inform the employee of the same by replying to the employee and asking them to check their payslip for more information.
If there has not been any payment made in the payslip(as seen in the image below) for the Public Holiday/s continue with the next step.
Based on the affected month, check the T2 shared drive for the DE - MONTH - Payroll sheet where the MONTH corresponds to the affected month.
In the Payroll sheet -> Master Bank Holidays tab you can look for the employee's Quinyx ID/ Badge ID.
If the employee was eligible for the respective public holiday payment, the employee's name and Quinyx ID are indicated in the sheet.
If the employee was not eligible for the respective public holiday payment, the employee's name and Quinyx ID will not be present on the sheet
If the employee was eligible for public holiday payment as per the Master Bank Holidays tab and the payment was missing in the corresponding month's payslip:
Add the missing hours on HR- Tracker Payroll DE -> Missing hours tab in column G for Missing Bank Holiday Hours.
The exact value can be taken from the DE - MONTH - Payroll sheet -> Master Bank Holidays tab
Once updated on the HR tracker, reply to the employee using the macro [PAYMENT] < EN Correction confirmation (Missing Hours)and update the macro appropriately.
If the employee was not mentioned for public holiday payment per the Master Bank Holidays tab, the employee is not eligible for a payout.
Reply to the employee using the macro [PAYMENT] >EN Public holiday eligibility clarification.
Edge Case(example):
There are cases when the employee comes back asking for more information regarding the validity of the employee's eligibility for public holiday payment. In these cases, the eligibility for public holiday payment is concluded by manual calculation of the eligibility using the employee's Quinyx and payslip for the corresponding month. Follow the following procedures with an example to explain the lack of eligibility for public holidays:
An employee requests public holiday pay for 01 May 2024(Wednesday).
On verifying with the general step-by-step procedures, it is identified that the employee is not eligible for public holiday payment.
The employee is informed using the macro [PAYMENT] >EN Public holiday eligibility clarification.
The employee reopens the ticket asking for more clarification for payment of public holidays. In this case, start by checking the employee's SAP -> Employment information -> Job information for the contractual working hours of the employee.
Go to the employee's Quinyx to check for the worked days in the previous 3 months(Feb, March, and April 2024 in this example).
In April 2024, the employee has worked 0 Wednesdays out of 4 Wednesdays
In March 2024, the employee has worked 1 Wednesday/s out of 4 Wednesdays
In February 2024, the employee has worked 0 Wednesdays out of 4 Wednesdays
NOTE: Vacation days are not considered as worked days
NOTE: Sick leave days are considered as worked days only if there was a shift already assigned on that day and later this was approved as sick leave day. This thereby removed the shift from the employee's Quinyx. To check for shifts assigned before sick leave approval, contact #collab-rider-care-operations
From this, we can see, in total the employee has only worked 8.33% of Wednesdays(less than 75%)in the three months before May 2024. Therefore, is not eligible for the public holiday payment.
In case of discrepancies about Public Holiday Payment Eligibility:
Always make sure to raise a side conversation -> Slack -> #de-workforce-support-team to check for any queries.
If the issue is still not resolved, you can raise a side conversation -> Slack -> #collab-rider-care-operations for more clarification
Ensure to use the format as follows
Employee:
Employee ID:
Question/ Query:
Any background contexts if needed that can help the Central Operations team support us better
Once clarified, reply to the employee appropriately and solve the ticket
In case of discrepancies about Public Holiday Payment:
Use the macro WFS> Hub Payroll> Clarification.
This automatically triggers a side conversation with DE> Hub Payroll while generating an appropriate message requesting the employee to wait until we review the case for Public Holiday Payment.
In the side conversation, ensure to use the format as follows
Employee:
Employee ID:
Question/ Query:
Any background contexts if needed that can help the Payroll team support us better
Send the request once completed
Move the main ticket to On-Hold/ Awaiting Third Party Response until further clarification from payroll.
Once clarified, reply to the employee appropriately and solve the ticket.
Tools:
Zendesk: To communicate with the employees regarding their queries
SAP: To verify the employee's information
T2 shared drive: To access payroll files
Quinyx: To verify the employee's worked shifts
HR Tracker Payroll DE: To update the pay corrections for payroll to process necessary payment
Flowchart:
Macros:
Macro Name | Description |
DE> EN> Not registered email address | The email address used by the employee is not registered at Flink |
[PAYMENT] < EN Correction confirmation (Missing Hours) | The missing hours that have not been paid to the employee are updated on HRT and will be paid to the employee |
[PAYMENT] >EN Public holiday eligibility clarification | Macro to explain public holiday payment eligibility to employees |
Contact Reasons:
Contact Reason | Description |
Payroll > Payments > Missing Public holiday pay | All requests about public holiday pay are classified under this contact reason |