Welcome back to Focus on Flapps, our blog that looks to explore, expand and explain specific features of Flapps.
In this edition we are going to examine how the food voucher feature works and how to get the best out of it. So without further ado lets jump right in.
Lunch deductions/food vouchers are commonplace practice in Europe where companies must provide employees with a hot meal option.
To avail of these vouchers an employee must work at least four hours a day and generally means that they are entitled to at least 20 vouchers per month.
Our feature will track everything to do with lunch deductions/food vouchers. It will allow you to create a document that shows you how many vouchers employees are due by calculating the hours that they have already logged throughout the previous month in their timesheet.
It also takes into account any vacation or sick days that were used in the preceding month resulting in an accurate amount of lunch vouchers allotted to all employees.
To set up food vouchers just follow these instructions.
Step 1: From the Homepage click on the More tab and then scroll down to the Configuration tab.
Step 2: From Configuration, select Settings and move down to Lunch Deductions. From here you simply need to switch Lunch Deductions on.
Please note that from this screen you can set up the entitlements required for your food voucher process. There are several options that will allow you to tailor the requirements to suit your company needs.
Step 3: From the employee settings page click on the More tab then the Configuration tab before selecting Employee Settings. From here you can set lunch deductions/food vouchers on or off for specific employees. You can also set up the value of the voucher along with the employee contribution to the voucher.
Generating vouchers at the end of the month is usually the responsibility of the HR department. To generate a PDF that calculates the monthly entitlements and turns them into vouchers the timesheet for the pervious month must be closed.
If you are trying to generate a PDF and no data is appearing the chances that a previous timesheet is still open are very high.
To get to the Lunch Deductions screen click on the More tab and then select the Lunch Deductions option.
Once you find yourself on this screen it is important to understand the following:
- You can search for a specific period of time by using the Until From & Until To calendar search boxes. This will show you all food voucher entitlements for that time period.
- The Clear Filter will remove all search parameters that you have previously included.
- The Generate button will bring you to another screen that will allow you to enter the month (numerically) of the year that you wish to generate information for. (It works the same way as number 1)
- On the right side of the small information table you will see a magnifying glass icon and also a PDF icon. You can click on either of these to see more details in relation to the vouchers.
When you click on the magnifying icon you will be brought to the following screen. From here you can see all the details connected to your search along with the ability to download a PDF.
The PDF generated will download to your computer with all information regarding food vouchers displayed.
You can also perform a manual adjustment to the lunch deduction report by clicking on the Manual Adjustment button and adding the extra vouchers that you require.
If your company uses food vouchers or is considering implementing the system they will find our food voucher feature to be an invaluable resource. We hope that this blog entry helps you get the most from the it.