learning-platform/knowledge-base/day-to-day.md

title, category, source_files, summary, tags, related_topics, key_facts, ai_context

title	category	source_files	summary	tags	related_topics	key_facts	ai_context
Day to Day	Day to day	docs/Day to day/overtime-flexible-hours.md docs/Day to day/office-presence.md docs/Day to day/time-registration.md docs/Day to day/office-etiquette.md docs/Day to day/travel-time-policy.md docs/Day to day/printer.md	Practical daily-work policies: overtime and flexible hours with Time-for-Time (TfT), office presence registration, Exact time registration, office etiquette, travel-time compensation, and printing via PaperCut Hive.	overtime flexible-hours time-for-time tft office-presence time-registration exact etiquette travel-time printing	holiday-and-leave.md pension-scheme-and-benefits.md spending-and-contracting.md how-we-work-together.md	tft_compensation_weekday tft_compensation_saturday_sunday tft_compensation_public_holiday tft_savings_maximum_hours travel_time_unpaid_threshold_hours_one_way travel_time_compensation_above_threshold time_registration_tool presence_tool printing_service 100% (1-for-1) 175% 300% 24 1.5 1:1 Exact Online Outlook Calendar PaperCut Hive	This is the canonical home for Time-for-Time (TfT) accrual and the overtime compensation rates. The leave section (holiday-and-leave.md) also registers TfT in Exact but defers to this file for the concept and weekend/holiday rates. "Time-for-Time" = "Tijd-voor-tijd" in Exact. Travel TIME compensation (the 1.5-hour threshold here) is distinct from the travel KILOMETER allowance (EUR 0.23/km) which lives in spending-and-contracting.md and the benefits overview.

Day to Day

This section covers the practical rhythm of working at Respellion: overtime and flexible hours, presence registration, time registration in Exact, office etiquette, travel-time compensation, and printing.

Overtime and Flexible Hours

At Respellion, we strive for a sustainable and healthy work-life balance. This aligns directly with our core value of Self-Discipline. We trust that as a professional you take personal responsibility for maintaining healthy working hours. These guidelines provide a framework to facilitate flexibility, protect you, and simultaneously offer the autonomy that fits our culture. In exceptional cases, there is always the opportunity to discuss possibilities.

1. Framework for flexibility and saving hours (Employee's Choice)

We understand that you may need flexibility. Therefore, it is possible to manage your contract hours flexibly within a month, or to work extra hours to save for time off at a later moment. There is no obligation to use these saved hours within a specific period.

• Time-for-time as the basis: Hours you work beyond the daily norm are automatically processed as saved leave hours. These hours are compensated on a 1-for-1 basis (100%) on weekdays.
• Savings Maximum: To maintain balance, there is a maximum of 24 hours above the normal non-statutory balance.
• Personal Responsibility: It is your responsibility to monitor your saved-hours balance and to take your time off promptly to avoid exceeding the 24-hour limit. This is a direct example of the self-discipline we value highly at Respellion.

Administration — Time-for-Time (TfT)

If you work more hours than your contract stipulates in a month, these extra hours will be added to your TfT balance at the beginning of the following month.

1. Accrual: At the beginning of each month, the overtime hours from the previous month are manually added to your TfT balance. You can see this as a separate balance in your leave administration.
2. Taking Leave:
   • Go to Leave Registration in Exact.
   • Click on "Create leave registration".
   • Select your own name.
   • Under Leave Type, choose "Tijd-voor-tijd" (Time-for-time).
   • Enter the number of hours you wish to take.
   • Please note: ensure you do not create a negative TfT balance.

2. Overtime by Assignment (Client Necessity)

While our policy is aimed at preventing overtime, it may occur that a client requests extra effort. In such cases, the following framework applies:

• Consultation is crucial: Overtime at a client's request always takes place in consultation with, and with approval of, the responsible role. We will take your personal situation into account as much as possible.
• Compensation: Overtime on weekdays is standardly compensated with time-for-time (100%). For necessary work on Saturdays, Sundays, and public holidays, significantly higher compensation rates apply: 175% for weekend days and 300% for public holidays. These hours are also primarily compensated in time.

3. Payout of Saved Hours

We offer the option to have saved hours paid out. It is your own responsibility to indicate in a timely manner if you wish to have saved hours paid out. This aligns with the entrepreneurial attitude we encourage in all our colleagues.

Office Presence

To keep track of who is in the office and when, you can set your planned presence in Outlook Calendar. For each workday, indicate whether you expect to be working from home (Remote) or at the office (Office).

Of course, not every week is the same. In that case, select your average presence and then adjust this in the weekly overview for the days that deviate from the schedule.

See further instructions in the manual.

Exact Time Registration

We use Exact Online as financial administration and for time registration in projects, internal activities, and absence. The following instructions cover the steps to register your hours on the various types.

You need to register all contract hours, so if you work 36 hours, you register only 36 hours.

• Mind that you register your hours according to the appropriate project type, either Time and Material (TM) or Fixed Price Projects (FPP).
• Regarding registering your absence: please do not register hours of absence in your time registration for your project(s). You can simply leave these empty in your daily or weekly registration. (All absence is registered via the leave registration module — see Holiday and Leave → Leave administration in Exact.)
• Time spent on internal activities needs to be specified on the correct "Uursoort" in project INTBD001 — Business Development.
• Time spent on our werk- en rol-overleggen has a specific "uursoort".

Sickness registration

When you are ill, you do not need to register any hours in Exact yourself. Do report your illness to the People Officer role, according to the procedure in our absence protocol. The People Officer will then ensure your sick leave is registered correctly in Exact. (Full sick-leave procedure: Holiday and Leave → Sick leave.)

Office Etiquette

At Respellion, we strive for a productive and respectful work environment for everyone, including during remote meetings held from the office. To minimize disruptions and ensure optimal concentration, the following guidelines apply:

• Larger meetings and demonstrations: For meetings with multiple participants or for demonstrations, it is essential to reserve a separate meeting room. This ensures that others in the open-plan office are not disturbed and that meeting participants can concentrate optimally.
• Individual calls and short discussions: Brief, individual calls or quick discussions via a remote connection are acceptable in the open office space. However, always be mindful of your volume and try to cause as little inconvenience as possible to your colleagues. Keep the duration of such calls in the open space limited.

These guidelines contribute to our collective well-being and efficient way of working, in line with our core values such as trust and self-discipline, which are also reflected in our ability to be considerate of one another.

Travel Time Policy

At Respellion, we recognize that business travel is sometimes necessary to serve our clients effectively. This policy outlines how travel time is compensated, ensuring a fair balance between business needs and personal time.

• Employees may claim travel time that exceeds 1.5 hours (one-way).
• For any single journey, the first 1.5 hours of travel time (one-way) is considered personal time and will not be compensated.
• Any travel time beyond 1.5 hours per single journey can be registered and will be compensated at a 1:1 ratio.
• This policy applies to occasional travel requirements. For structural travel patterns that consistently exceed this threshold, individual arrangements may be discussed.
• Employees should register travel time using the appropriate hour type in the time registration system.

The travel kilometer allowance (EUR 0.23/km) is a separate matter — see Spending and Contracting → Travel and the benefits overview.

Printing — PaperCut Hive

We can print documents with the PaperCut Hive service, which requires you to create an account. This system will handle all your printing. PaperCut will guide you through the setup process, but here's a quick overview:

From your computer. Once you've created your account, you'll access the User Portal. Under the Home tab, you'll see your Access Code. When you print something from your computer, you can use this code directly on the printer to view and release your print jobs. Before printing, make sure you've downloaded the printer onto your computer. You can find the download link under "Set up my devices" in the portal. Once installed, the printer will appear in your list of available devices, and you can send your print jobs there.

From your phone. You can also print from your mobile device. Download the app (the link is also under "Set up my devices") and connect it to your account. You'll be able to print from both your computer and phone, view your print queue in the app, and adjust things like color, double-sided printing, and number of copies before hitting "Print release."

For more detailed instructions, check the "How to print" section in the User Portal. If something doesn't work or you get stuck, don't worry — just reach out to someone from the THT team and they'll help you out.

Related Topics

• Holiday and Leave — leave registration in Exact (regular leave, TfT) and the full sick-leave procedure referenced above.
• Spending and Contracting — the EUR 0.23/km travel allowance and expense submission in NMBRS.
• Pension Scheme & Benefits — benefits overview including travel and phone allowances.
• How We Work Together — the core values (Self-discipline, Trust) that underpin flexible hours and etiquette.