Workforce People Services

People Ops

Payroll

Open the Workforce App.

On the top-left corner, go to the hamburger menu.

Go to My account.

Select the blue header with your personal information.

Apply changes to your personal information.

Select Save changes to save the changes.

Every hub employee gets a voucher code of 20% for working with Flink. This code can be used when they make a click & collect order with Flink and can be used until they leave the company. The voucher code does not apply to delivery orders.

All employees will receive their code after completing their 5 shifts.

If they did not receive it, they can request it from WFS.

The CRM team is in charge of creating and sending new codes.

Via Zendesk through the "Submit a request" area.

As personal phone use is not necessary for Ops Associates while picking, or shelving, the phone repair costs cannot be reimbursed in those cases.

To request a reimbursement, an employee must provide a valid repair invoice in printed format from a registered service provider.

The following are not accepted for reimbursement:

Employee breaks his phone performing a task during their shift;

The employee immediately informs their shift lead or hub manager;

Employees need to repair their phones and get a valid invoice/receipt with their names and other personal details, diagnosis of the phone, the repair company name, a stamp and/or a signature of the repair company’s associate on the bill; in the case of an irreparable phone, the invoice from the store should state so.

The employee then requests a reimbursement with Flink via the Workforce Support Contact form (option to choose: I broke my phone during a shift).

Once the request is generated, the Workforce Support team will process the request by coordinating with different departments.

The Workforce Support Team only processes resignations which are voluntary. When an employee is terminated by their Hub Manager, the People Operations Team processes this request.

The notice period for employees who have not finished their probation period is two weeks.

The notice period for employees who have finished their probation period is either one/ two months until the end of the month, four weeks until the 15th of the month or the end of the month (depending on their contract).

Examples: If the employee requests their resignation on the 1st of June, the last working day should be the 31st of August, (only if the contract says two months to the end of the month). Similarly, if the employee requests their resignation on the 15th of June, the last working day should be again the 31st of August. If the employee requests their resignation on the 30th of June, the last working day should be the same, i.e., the 31st of August.

The employee must take their remaining vacation days before the end of the employment relationship since Flink does not pay the vacations of employees who request contract termination.

Once an employee resigns, they may only request the number of vacation days accrued till the last working day. The vacation days after that date cannot be used.

If the employee wants an immediate or early release with their desired last working day, they should reach out to the Hub Manager first. Workforce Support can process this request after they receive approval from the Hub manager.

Every employee is entitled to 24/20 vacation days for a full year they work with Flink, depending on their contact type.

Every employee who has passed their probation period is entitled to their full yearly vacation allowance.

An employee who started later than 1 January will have a yearly vacation balance depending on the number of full months they work with us. For example, someone who started on 01.03.2022 will have a yearly vacation balance of 20 vacation days.

All employees with a disability are allowed 5 extra vacation days per year.

At least 11 days' notice must be given for planning purposes (this does not apply to employees who have resigned).

Accrued holidays should be taken within the same calendar year (before December). In the event that the employee is unable to take it due to business needs(for eg, operations during the Christmas period). A maximum of 5 vacation days that went unused in the year before will roll over to be used before 31 March of the next year.

Any vacation request that does not follow the policy (eg: employee needs vacation right away and cannot wait 2 weeks) must be requested by the employee by using the WS form, then they must get approval from their hub manager who requests this using the escalation channel.

The employee will have to call and notify their hub manager immediately of their sickness on the very first day of the sick leave (prior to their shift). Then, use the Quinyx app (“Absence” tab) to input the sick days.

The employee must provide a sick note from a doctor (Arbeitsunfähigkeitsbescheinigung) within 24 hours from the first day of the sickness and notify the Workforce support Team, again also via Quinyx.

The sick note must be dated from the first day of sickness. If the employee is sick for the full week, their sick note needs to cover from Monday to Saturday (6 days).

If the employee gets sick within the first 28 days of the employment they will have to send their sick note (Ausfertigung zur Vorlage bei der Krankenkasse) to their insurance provider directly as they are the ones responsible to pay the employee for those days. A similar process applies if they have a period of more than 6 weeks of continued sick leave. Note: if the employee had an accident in the first 28 days of work, it is BGHW that should pay and take care of the case.

If the employee is a working student or has a mini job contract and gets sick within the 28 first days, neither Flink or their Health insurance pay for their sick days.

The Workforce support team does not process a sick leave without a valid sick note.

A sick note from an online appointment (Teleclinic, etc) is not accepted.

The Workforce support team does not process working accidents, all these are reported by hub managers using their form. The Workforce support team only processes sick leave regarding the accident.

All Hub employees have the right to request to change their bank account in SAP. This can be done directly in the self service in the Workforce App.

Note: Between the 7th and 30th or 31st of every month, WFS changes the IBAN and mentions that it will reflect in the upcoming payroll cycle.

If the employee requests the changes between the 1st and 6th, then the change might be reflected in the upcoming payroll but will be reflected in the next payroll. (Ex: if request on Jan 1st - 6th, the change will only reflect in the February payroll).

Open the Workforce App.

On the top-left corner, go to the hamburger menu.

Go to My account.

Select Payment details.
You see the IBAN and the account holder's name where you receive your salary.

Select any field and enter the new information.

Select Save changes to save the changes.

Employees will be paid for sick days, vacation days, and bonuses (refer a friend, tips, sign up, power hours) during their monthly payment (6th of every month).

If for any reason the payment did not go through, a payment correction will be made which will be paid with the employee's next pay.

In extreme cases like no payment received or if a significant portion of an employee's salary is missing, the payment correction can be done mid-month as well.

#de-wfs-requests-hubs

Do’s

Don't's

WFS utilizes this channel for submitting requests to all HMs, allowing for on-the-go responses to the WFS team. However, you will now notice that these requests will be marked as being raised by the "Zendesk app" and will include a unique ticket number.

To streamline communications between HMs and the WFS team, our internal processes are done through Zendesk. As a result, the Slack messages you receive on this channel are now being directly generated from Zendesk, allowing us to better manage and track our requests and responses.