Key Contacts
DE People Operations contacts for Regional Managers, Cluster Leads and Hub Managers - special cases for HR and Hub related issues. We are available from Monday to Friday via Slack and email:
Sabine Reinsch - People Operations Lead
Vanessa Smarsch - Senior People Partner
Kristof Klag - People Operations Specialist
Sandra Harder - People Operations Specialist
Samy Nazzal - People Operations Specialist
André Raynaud - Junior People Operations Specialist
Very important tickets are escalated in the Slack channel #hub_people_ops_escalation-channel.
Regional Managers, Cluster Leads and Hub Managers can contact us via [email protected] and via Form. Please do not contact the DE People Operations team via Slack if possible.
Country Operations
Blue Collar: This includes Riders, Ops Associates, Ops Associates Plus.
This area is managed by DE People Operations, SSC (Workforce Support, People Services) and Payroll.
Blue Collar requests are requested through the Request Form only
The employee themselves should always report anything via the form
White Collar: This includes Regional Managers, Cluster Leads, Hub Managers and Shift Leads
This area is handled exclusively by DE People Operations and Payroll
Inquiries on People Ops topics are done via email to [email protected]
Inquiries on Payroll topics should be sent via email to [email protected]
Contract Types
Minijobber
8 hours
Important: Minijobbers are generally not allowed to exceed their monthly number of hours, otherwise they will fall over the limit of 520,00€/month and their benefits will be lost. The exemption from pension insurance is done through Payroll. The employee can apply for this through Hub Care.
Working student
12 hours
Important: Working students always need a valid enrollment certificate. They may not work more than 20 hours during the current semester/lecture periods and more than 40 hours during semester breaks/no-lecture periods.
Part-time
12/24 hours
Important: Contracted hours should always be given to the employee in full. If this is ever not possible, the hours should be made up during the month.
Full-time
32 hours.
Contract changes
Deadlines: Changes can only be dated on the 1st of the month.
Contract changes can be requested up to a maximum of two weeks prior to the effective date. Requests outside of the deadline must be re-requested for the next month.
Blue collar contract changes are up to SSC/ People Services.
White collar contract changes are up to DE People Operations.
Rules
Generally, no retroactive contract changes will be created.
Contract changes are only created when all required documents are available. (Ex: change to a student worker position always requires a valid enrollment certificate).
Employees may not start in the new position until the effective date recorded in the contract.
Changes that involve a reduction in position or title are generally not permitted. Therefore, promotions should always be well considered. (The exception is when the employee agrees to the abatement).
Blue collar contract changes must be requested by the employee.
White collar contract changes are only allowed by the responsible Hub Manager (Cluster Lead or Regional Manager if applicable).
Warnings
A warning notice is issued by the employer if an employee violates their contractual obligations. These contain a warning of consequences under labor law, in particular termination in the event of a repetition. It is a milder means before termination (final warning). A warning is usually a prerequisite for behavior-related and ordinary terminations outside the probationary period.
Reasons for warnings
Lateness (from 7 min.)
Leaving the workplace early (from 5 min.)
Exceeding the break time (from 5 min.)
No safety equipment
Failure to have sufficient availabilities (availabilities < 140% must be reported by Thursday of the previous week)
Late sick call (call in sick before start of shift, deviating regulation in the hub if necessary)
Misconduct/insults (case-by-case decision)
Refusal to work/lack of performance
Important: Before issuing the warning, a staff meeting must take place to discuss the violation. Due to the burden of proof in court, verbal warnings are disadvantageous. Each violation must be warned individually.
Procedure of a warning
Requesting a warning from People Ops
Warning letters for all employees are requested exclusively via the form. Please be sure to select the correct reason for the warning and provide all relevant information about the offense/misconduct (please be as detailed as possible).Review process by People Ops
All information provided will be reviewed for accuracy. Here, the proportionality of the offense is particularly important. No abuse of rights and/or arbitrariness may take place here!Dispatch/delivery of the warning
The dispatch of the warnings is always carried out in a separate ticket to the employee by PPO. Here the requesting manager is taken in CC. Only if the warning has been opened and read is it considered delivered and usable under labor law. This warning is stored in SAP after successful delivery by People Ops.No delivery possible (read confirmation)
If the warning has not been opened and read after ten working days and is therefore not considered delivered, a reminder is sent to the requesting manager. The manager must then print out the warning ticket and hand it to the employee personally. In doing so, the employee should sign and date the warning ticket and the warning ticket should then be sent back to People Ops as a scan.
Disciplinary Action Matrix (in German)
Hub Managers should use the Disciplinary Action Decision Matrix to assess whether a termination can be issued.
No-Show Warnings
No-show warnings will be automatically detected via Quinyx and sent by the Rider Ops Team. In this process, only Blue Collar employees will receive automated warnings, however White Collar employees must be requested via a request via Form (Zendesk).
Termination process
Terminations must be well considered - they cannot be revoked.
Before giving notice, always consider whether a warning is an option.
Within the probationary period, a notice of termination can be given without cause.
Outside the probationary period, there must be good cause or the misconduct/offense must already have been warned with at least three warnings.
In order to be able to terminate without notice for cause, we need sufficient evidence and witness statements in order to be able to support the reason for termination in the event of a lawsuit.
A verbal notice of termination is invalid and cannot be used in court, therefore it must always be in writing.
Extraordinary termination without notice (Compliance Tool process via Hub Portal): sending of no-show warnings for Blue Collar employees is done automatically // No request via Zendesk necessary.
As soon as a sufficient number of no shows including corresponding warnings have been sent, a termination request can be made via SAP (workflow). See the detailed process here: MSS: Termination and Compliance Tool process SAP.
How to terminate an employee
Access the employee's profile in SAP.
In the employee's page in SAP, select Actions.
Choose Terminate.
In the pop-up, fill out all fields:
Termination date: date of when the employee's employment ends.
Termination date within probation: current date plus 16 working days.
Termination date outside probation: end of month of the notice period. You can find it in the employee's SAP profile under Job information.
Notice date: current date.
Termination type: select Termination - Involuntary (inititated by the employer).
OK to rehire:
Yes: for operational reasons. To be used in all cases except the exceptions pointed out below.
No: in case of theft, refusal to work (visa), or breach of contract.
Paste the previously copied information in the Notes section. The information must contain a complete description of the reason for termination, especially for cases within the probationary period. Terminations are typically issued without leave of absence.
Select Save.
Confirm by selecting Confirm.
You will then receive the confirmation email:
Important:
Terminations with leave of absence are only issued upon request in the comments field in justified cases, such as violence, drug abuse, fraud or theft. In these cases, we always require tangible evidence, such as screenshots, videos, among other types. Send the evidence to [email protected]. For cases of theft, complete the form here.
Manager Self-Service: Delegation of workflows
Since leave requests are automatically approved in SAP after 5 days, it is important for our managers to check their SAP workflows every day. This can be difficult when you're on vacation or sick leave. From now on, you can delegate your workflows to someone else for a set period of time so that someone is always keeping an eye on incoming requests.
Termination agreements
Request termination agreement via email at [email protected] and [email protected] in CC (in the best case, talk to the employee in advance whether a termination agreement is acceptable).
If the termination agreement meets the conditions, it will be created by your People Partner Vanessa Smarsch and sent via email to the responsible City or Regional Manager.
The Regional Manager or Cluster Lead has to print out the termination agreement in duplicate and have it signed on site by himself and by the respective employee.
One version of the signed termination agreement must be sent as soon as possible by registered mail to: People Ops, Brunnenstraße 19-21, 10119 Berlin. In addition, a scan of the signed termination agreement will be sent in advance by email to [email protected] and [email protected]. The second copy belongs to the employee.
Important: Without the signature of the employee, the termination agreement is not effective.
Visas
It is important that every employee who has a visa or residence permit always has a current residence permit with a valid work permit.
For visa requests, use the "Submit Request" button on Zendesk.
What to pay attention to for new hires
For new hires, the employee's visa should be submitted as an original to the Hub Manager (not a scan, copy or photo).
Attention for students: They must also present a valid enrollment and tell us how many of allowed working days in a year they have already worked. Please educate the employee that they must count their own days worked: a shift less than 4 hours counts as a half day, a shift longer than 4 hours - a full day
Inform the employee that there must always be a valid visa in the system. The employee can upload this via the Hub Care Form.
Important: If this is not done in a timely manner, the Quinyx account will be paused and will not be reactivated until valid documentation is presented
Contract Changes
Before requesting a change, it should be verified that a valid visa is on file from the employee.
Case working student with student visa
Here, in addition to the residence title, a valid enrollment certificate or school certificate must also be available. Otherwise a change is not possible.
A change to full-time or part-time (30 hours) is not possible with a student visa.
Only working student contracts, part-time contracts (20 hours) or mini-job contracts are possible.
Important: If the employee does not present his valid visa document, this will lead to a temporary blocking of the Quinyx account. If after a 7-day suspension of the account still no required documents have been presented, the employment contract/relationship will be terminated.
Visa Types
Pregnancy / Maternity
Pregnancies must always be reported to People Ops immediately along with a medical certificate. This is done via the Request Form. Please also submit a document from the employee informing about the pregnancy and the expected date of birth.
The employee must then be sent home immediately and will subsequently be issued an employment ban with the date of the notification.
An internal risk assessment has been carried out at Flink, which prohibits pregnant women from working in any position in the hubs. We therefore issue an employment ban as soon as we are informed of the pregnancy. The employment ban is recorded in writing by People Ops.
There is an absolute ban on employment for eight weeks after the birth (maternity protection). This means that even if the employee wants to work, the employer is not allowed to employ her.
The period of absence is entered in Quinyx by the People Operations team.
Dismissal of pregnant women - Consultation Sandra Harder
Pregnant women and young mothers are subject to special rules for termination of employment. Termination by the employer is not permitted from the beginning of pregnancy until four months after delivery or miscarriage after the 12th week of pregnancy.
Parental leave
Employee submits parental leave request to the People Operations team via Zendesk 7 weeks prior to the start of their parental leave.
Information/support on how to prepare a detailed application will be provided to the employee upon request via Zendeskticket at People Operations.
Once parental leave has been confirmed in writing by People Ops, the Hub Manager will be notified of the upcoming absence.
The period for the confirmed parental leave is stored in Quinyx as an absence from People Ops.
SAP
You have problems with your SAP access? Please contact IT via a ticket.
Request time off (Request a time off)
Leave requests now work with SAP via your Quick Actions. Here you can easily request your vacation via "Request Time Off" (this is only valid for White Collar employees).
If you are no longer able to take your vacation or would like to postpone it, please also send an email to People Ops. Please note that currently Shift Lead student workers cannot request leave through SAP. This must be done through Quinyx for now.
Payslips (Payroll)
You can find retrievable payslips at any time under Organizational Updates. If you do not have access to (old) payslips, please contact Payroll [email protected].
See more about SAP here.
SAP contract extension process
FAQ
Any questions?
If you have additional questions, you can contact the People Operations team directly at [email protected].
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