As part of our services, we offer our clients a cloud portal of our own design, which helps to reduce administration costs, as well as gain the necessary transparency and control in terms of data and processes related to payroll and personnel.

It is assumed that the portal will act as a "single window" for your employees and management. Thanks to the self-service option on the portal, your employees will have the freedom to solve numerous tasks on their own without the need to contact the HR department for support - employees will be able to register in the system to access their pay slips, tax reporting and training materials, arrange time off, contact an accounting officer payroll manager, with any payroll-related questions, and much more, taking into account your preferences and the choice of available modules. You and your management can access the payroll calendar and pre-agreed reports,

The portal offers a simple interface that allows your employees and managers to easily work with the system. The portal interface is personalized and unique for each employee. Access to information is protected using a username and password entry system, limited viewing rights, as well as other technical means that ensure the security and confidentiality of information. The portal can be accessed from any computer or mobile device without the need to install any additional software - employees can register using their preferred browser. 

The Standard module is included in the price offer (Data exchange and electronic pay slips):

Self-service for employees

• Payroll Archive - Employees can access their current payroll and payroll history (filtered by year/month). Access is through any browser using a username and password.
• Notification - For all tasks that require actions or input, system reminders can be generated to allow the user to identify tasks that require completion. Notices can be tailored to reflect your company's internal policies/procedures.
• Helpline Support - The portal can also be used as a platform for Accetera to interact with each employee, with a powerful tool to answer employee questions related to payroll, job certificates, and more.

Self-service for the head

• Data Sharing - Sharing payroll data is easy and secure through a portal with payroll tracking capabilities. Both parties have access to the history of uploaded / downloaded data, as well as a logbook with a list of users performing certain tasks in the system.
• Salary Data Reconciliation Process – All reconciliations required from an internal (monthly input) and external (final reports) perspective can be done at different levels. This property simplifies the internal process, as all the data that the client must provide to Accetera will be consistent in accordance with internal rules; thus, companies will be able to comply with the requirements of any audit procedures.  
• Multiple users for internal HR issues - The portal provides pre-defined HR functions such as payroll specialist, HR manager, HR team leader in workflow support. There is a simple system for assigning functions at the very beginning of cooperation without the need for additional development. 
• HR and Payroll Reports – Monthly reports are uploaded by our payroll specialist after the payroll process is completed. The history of reports is available for download at any time, subject to user rights.

Working Time Accounting 

The portal can also be used as a time and attendance solution - we are ready to either provide a simple absenteeism tool (negative attendance) or provide a comprehensive positive time and attendance solution based on your specific needs.  

Employees of the client get access to information about the predetermined time of their presence at work in accordance with internal schedules, as well as taking into account local legislation. Employees of the client can send applications for time off, processing, business trip and other types of applications. The supervisor will be notified of the receipt of such application and may approve the presence of subordinates either individually or jointly. An employee can always check the status of his application (approved, rejected, being processed, etc.), as well as cancel his request if the application has not yet been approved.

An overview of the scope and main areas of work of our solution is presented below:

Input data - relevant data, for example, in relation to working hours and absence from work, overtime, replacement, etc. may be reflected:

• manually by end users
• manually by the client 
• by automatic synchronization with various monitoring systems (please note that we are ready to connect to a monitoring system if there is any preferred monitoring system already in use). 

Approval processes

• The system can enforce the necessary reconciliation processes for various daily applications (eg reconciliation of vacation requests) using our best method of closing at the end of the month through an electronic document management system. 

Checks in accordance with the regulations

• The system checks the relevant features of the Client, taking into account internal provisions, such as: special types of time off, sick leave, birthday leave, etc. 

Checks in accordance with local regulations

• The system checks all legal restrictions taking into account the specifics of the country, for example, the corresponding balances, quotas, etc.

Functions and user rights

• The user's rights are defined on a function-by-function basis, which allows the user's responsibilities to be clearly established.
• In addition to security, the system ensures compliance with the existing hierarchy in the company.
• In addition, we offer the possibility of delegating responsibilities for the period of vacation, temporary substitution, etc.  

Natural link to wages

• Our time and attendance solution is closely linked to the payroll applications used in payroll. Each type of application (presence/absence/overtime) can be linked to the respective salary components. 

Reports

• Predefined reports are available online directly through the portal.
• Reports are accessed taking into account security and hierarchy in the company.
• Any specialized reports can be created upon request.

Properties and reports are developed taking into account certain requests and needs of the Client - after a joint discussion and initial analysis.