ΠΡΟΓΡΑΜΜΑ and ΩΡΟΜΕΤΡΗΣΗ: what payroll needs from the shift schedule

From the shift schedule, payroll needs two files. The ΠΡΟΓΡΑΜΜΑ (schedule) shows what each employee was scheduled to work at each store. The ΩΡΟΜΕΤΡΗΣΗ (timesheet) shows, for each employee and each day, what actually happened: hours, day off, leave, a day at another store, a change. Payroll, premiums and declarations all come from these, so any mistake in them becomes a payroll mistake.

At a glance

• ΩΡΟΜΕΤΡΗΣΗ: one person per row, with their code in the first column, and for each day the hours or “Ρ” (day off).
• ΠΡΟΓΡΑΜΜΑ: the store’s schedule, in the form payroll keeps it.
• Every day off, leave, loan and change has to show as what it is.
• The files should come out of the schedule, not be typed up again by hand.

What the ΩΡΟΜΕΤΡΗΣΗ says

A good timesheet reads without questions. For each day of each employee it says one of these:

• the hours worked, e.g. 06:30–14:30;
• Ρ for a day off;
• ΑΔΕΙΑ (leave), with its reason, so payroll knows what kind of leave it is;
• the store and the hours, when they worked at another store;
• blank, for days before they were hired or after their contract ends.

Two details make a big difference. First, payroll’s employee code in the first column: without it, each row is matched by name, and two people with the same surname are enough for a mistake. Second, the contract: on a six-day 40-hour week, a day is 6 hours 40 minutes, often written “6ω40λ”, while a five-day week is declared as 8 hours a day.

Where mistakes happen

1. The file is typed up again. The manager makes the schedule in one file, and someone copies it into payroll’s format. Every copy is a chance for a mistake.
2. The change doesn’t show. After the schedule is sent, a shift changes, and the corrected file looks exactly like the first. Payroll doesn’t know what it has to declare again.
3. A lost shift looks like a day off. If someone lost a shift and their day just says “Ρ”, the timesheet says something that didn’t happen.
4. The loan gets lost. The employee worked at another store, and at their own the day looks empty.
5. The leave has no reason. Annual leave, sick leave and other leave are treated differently in payroll.

How Postorunner does it

In Postorunner, the ΠΡΟΓΡΑΜΜΑ and ΩΡΟΜΕΤΡΗΣΗ files come out of the schedule itself in one click, in the form payroll wants:

• The ΩΡΟΜΕΤΡΗΣΗ has one person per row, with payroll’s code in the first column, and for each day an hours code or “Ρ”.
• The ΠΡΟΓΡΑΜΜΑ has the store’s whole year, one sheet per month.
• A day at another store shows the store’s name and the hours; leave shows “ΑΔΕΙΑ” with its reason.
• New hires are marked in green, and the days outside their contract stay blank.
• After validation, every change is written in red, and the shift someone lost is marked as removed, so it doesn’t look like a normal day off.

So payroll gets what it needs to declare changes of hours in ERGANI II and to work out overtime and premiums, without typing anything again.

Frequently asked questions

What is the ΩΡΟΜΕΤΡΗΣΗ?

The file that shows, for each employee and each day, what they worked: hours, day off, leave or a day at another store. Payroll runs from it.

What does “6ω40λ” mean in a timesheet?

Six hours and forty minutes: a day for an employee on a six-day 40-hour week, since the 40 hours are split over 6 days. A five-day week is declared as 8 hours a day.

How does a change made after the schedule was sent show?

In Postorunner, every new or changed shift after validation is written in red in the ΩΡΟΜΕΤΡΗΣΗ, so payroll sees at a glance what changed.