virtual7 GmbH

v7: onsite work regulations

Document information

Project information
Customer virtual7 GmbH
Project V7: onsite work regulations
Customer’s project number -
virtual7 project number -
Customer’s project manager -
virtual7 project manager -

Document information
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Author Diana Abrudan

Reference documents
# Document Version Date
[1]

History
Version Date Reviser Changes
<Version> <Date> <Name> <What is changed? Status, reason>
Marcus Weiss,
29.05.2015 Initial creation
Ciprian Iancu
22.06.2015 Marcus Weiss Adding new examples
Table of Content

1. How do we calculate the daily allowance?

2. Free time during onsite work
2.1. Vacation days
2.2. Overtime compensation
2.3. Public holidays common for the customers country and Romania
2.4. Public holiday in Romania, but working day in the client’s country
2.5. Public holiday in the client’s country, but working day in Romania
2.6. Sick leave
3. Core working time onsite
4. Overtime compensation for travel and work during the weekend
<General Information>

Table 1: Symbols
This symbols represent the days that are considered
concatenated working days onsite as well as working days
onsite in a month. The blue and the green colors are used to
differentiate separate stays in a month.
This symbols are used for the days that are not taken into
consideration as concatenated working days onsite nor as
working days onsite in a month, but they are paid! The blue
and the green colors are used to differentiate separate stays in
a month.
This symbol is used for the days that are not paid.
 Onsite work regulations

1. How do we calculate the daily allowance?

Based on our onsite model the daily allowance depends on the number of working days onsite in
a month (if period ≤ month) or extended to the first day of next month when the employee comes
back (in the case of travel across two months), and the number of concatenated working days
onsite.
When calculating the allowance, the onsite mission starts in the moment when the employee
leaves home or the office and ends in the moment when the employee arrives back at the office
or at home. This time period must be divided to 24 (hours) in order to establish how many days
the employee was onsite. 24 hours represent one day of onsite work. For the time fractions
smaller than 24 hours, the daily allowance is calculated as follows: 50% for the periods smaller
than 12 hours and 100% for the periods equal to or longer than 12 hours.
The weekend days are paid but they are not taken into consideration for the calculation of the
daily allowance.

Example 1: an employee works at the client from 2nd of March till 10th of March and then
from the 24th of March till 27th of March, thus he has two stays in a month. In this case
the calculation is as follows:

1st stay (from 2nd to 10th)

Number of concatenated working days onsite: 7
Number of working days in a month: 7 + 4 (days from the second stay) = 11
Daily allowance according to onsite model = 58 €/ day
Total allowance for the 1st stay: 58 € x 9 calendar days = 522 €

2nd stay (from 24th till 27th)

Number of concatenated working days onsite: 4
Number of working days in a month: 11
Daily allowance according to onsite model: 55 €/ day
Total allowance for the 2nd stay: 55 € x 4 calendar days = 220 €

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Total allowance in March: 742 €

Example 2: an employee works at the client from 8th of March till 2nd of April (travel
across two months). If a stay goes across the end of the month the number of working
days of the whole stay is consider. In this case we have:

Number of concatenated working days: 19

Number of working days in a month: 19
Daily allowance according to onsite model: 80 €
Total allowance in March (month extended till the 2nd of April): 80 € x 26 calendar days = 2080
€

If the employee travels again in the following month, in this case, April, the two days from
April- when he was at the customer in the previous stay, will not be taken into consideration
once again as working days in a month for the calculation of the daily allowance because they
have already been paid in the previous stay.

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 Example 3: an employee works onsite from the 9th of March till the 20th of March and
from the 23rd of March till the 2nd of April. In this case the second stay crosses the end of
the month. As above, the month is extended till the first day he comes back.

1st stay (from 9nd to 20rd)

Number of concatenated working days onsite: 10
Number of working days in a month: 10 + 9 (from the 2nd stay, including the days in April) = 19
Daily allowance according to onsite model = 73 € / day
Total allowance for the 1st stay: 73 € x 12 calendar days = 876 €

2nd stay (from 23rd till 2nd)

Number of concatenated working days onsite: 9
Number of working days in a month: 10 + 9 = 19
Daily allowance according to onsite model = 72 € / day
Total allowance for the 2nd stay: 72 € x 11 calendar days = 792 €

Total allowance in March (extended to the 2nd of April) = 1668 €

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 2. Free time during onsite work

2.1. Vacation days

Vacation days during onsite work are not taking into consideration neither as working days in a
month, neither as concatenated days in a month nor as calendar days, this mean that vacation
days during onsite work are not paid.
If the vacation includes a Friday or a Monday, only one day of the weekend is paid.
If the vacation includes a Friday and also the next Monday, none of the weekend days in-
between are paid.

Example 1: an employee works onsite from 2nd March till 25th March and takes two
vacation days on the 18th and 19th and of March (Wednesday and Thursday ).

Number of concatenated working days onsite: 16 (without 18th and 19th)

Number of working days in a month: 16 (without 18th and 19th)
Daily allowance according to onsite model = 77 € / day
Total allowance: 77 € x 22 calendar days (without 18th and 19th) = € 1694

Example 2: an employee works onsite from 2nd March till 25th March and takes a vacation
day on Friday, the 20th of March.

Number of concatenated working days onsite: 17 (without the 20th)

Number of working days in a month: 17 (without the 20th)
Daily allowance according to onsite model = 80 € / day

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Total allowance: 80 € x 22 calendar days (without 20th and 21th) = 1760 €

2.2. Overtime compensation

Overtime compensation (free time) is not taken into consideration as working days onsite nor as
concatenated working days onsite, but it is paid, as a calendar day (like the weekends). However
the overtime free days are paid up to a limit of 2-3 days/stay and have to be approved by the
head.
If the employee takes overtime on a Friday or Monday, this day will be considered as above, but
only one day of the weekend will be paid. In case of free time overtime compensation on Friday
and also the next Monday none of the weekend days will be paid.
If the employee takes only half a day overtime compensation that day is considered as a usual
working day (thus it is taken into consideration as a concatenated working day as well as a
working day in a month).

Example 1: an employee works onsite from 2nd March till 25th March and takes overtime
compensation on the 18thof March (Wednesday).

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Number of concatenated working days onsite: 17 (without the 18th)
Number of working days in a month: 17 (without the 18th)
Daily allowance according to onsite model = 80 € / day
Total allowance: 80 € x 24 calendar days (including the 18th) = 1920 €

Example 2: an employee works onsite from 2nd March till 25th March and takes overtime
compensation on 13th March (Friday).

Number of concatenated working days onsite: 17 (without the 13th)

Number of working days in a month: 17 (without the 13th)
Daily allowance according to onsite model = 80 € / day
Total allowance: 80 € x 23 calendar days (including the 13th but without the 14th) = 1840 €

2.3. Public holidays common for the customers country and Romania

The public holidays common for the customer’s country as well as for Romania, like the 1st of
May for example (common for Germany and Romania) , are not taken into consideration as
working days onsite nor as concatenated working days in a month, but they are paid (like the
weekend).

2.4. Public holiday in Romania, but working day in the client’s country

If an employee has to work on a public holiday, the employer has to provide in the following
period another free day or a bonus of 100% of what that day represented from salary perspective.

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It is the responsibility of the employee to take the vacation day within 3 months after the public
holiday.
The employee also has the possibility to take this free day in advanced if he knows he will work
on a public holiday. HR department and the head must be notify.
Right after the public holiday the HR employee will add in Vacation Request an additional
vacation day for those who worked on a public holiday. This means that whenever the employees
want to take this free day, they have to make as usual, a vacation request in the application.

2.5. Public holiday in the client’s country, but working day in Romania

In the case of a public holiday at the client, but not in Romania, the employee has two
possibilities: either he takes a vacation day, either he works from home office- if he cannot work
from the client’s office (because it’s closed or any other reasons). If the employee cannot do
billable work from home office, he has to do valuable work.

2.6. Sick leave

If an employee feels sick at work and has to leave early, in the core time, he doesn’t have to use
his overtime. He will note, only in One point, sick leave till the end of core time. In this cases,
the employee can leave only with the approval of the head (Ciprian Iancu). If the head is not
reachable, he should discuss with the team lead assistants (Cosmin Giru or Cristi Ciora) or with
HR. For the first day of sick leave, the medical note is not mandatory.
If an employee feels sick and is not able to work at all, as above, he can stay one day at home,
without having to present a medical note. In this case he will note, only in One point, sick leave
for the whole working day, so 8 hours. He must discuss with the head or team leads first and get
their approval.
In both situations, the head can ask for a medical note also for this day if he thinks it’s necessary.
Also, if the employee still feels sick the second day, he has to go to the doctor and get a medical
note.
For those who work onsite, the first day of sick leave will be considered as a working day if they
worked at least 2 hours, so it will be counted as a working day onsite and as a concatenated
working day in a month. However, if the employee worked less than 2 hours, the first day of sick
leave is not taken into consideration as working day onsite nor as concatenated working day in a
month, but it is paid (like the weekend).
The medical note from other countries is not valid in Romania, thus the employees working
onsite will have to call their doctor from Romania when they get sick so that the doctor can save
a registration number for their sick leave paper. Medical leave must be registered till the end of
the month and for that the HR department needs the medical note. This means that if the

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employee doesn’t come back till the end of the month and therefore cannot go to the doctor after
the medical note, he has to send somebody to take his paper from the doctor and bring it to the
HR. If is not possible there will be a discussion with HR and the head in order to find a solution.

If the employee is sick more than 5 days, we will try to bring him home.

Regarding the calculation of the daily allowance, the sick leave days will not be considered as
working days onsite in a month nor as concatenated days, but they will be paid as calendar days.

Example: an employee works onsite from 9th March till 27th March. From the 18th till 20th
(Wednesday, Thursday, Friday) he takes sick leave. The allowance calculation will be as
bellow:

Number of concatenated working days onsite: 12 (without the 18th, 19th and 20th)
Number of working days in a month: 12 (without the 18th, 19th and 20th)
Daily allowance according to onsite model = 65 € / day
Total allowance: 65 € x 19 calendar days (including the 18th, 19th and 20th) = 1235 €

3. Core working time onsite

When an employee is at the client he has to respect the core working time that our company has.
Only if the customers asks for another core working time, then he can change it.
However, in the travel day the core time rule is not applied.

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 Example 1: If the employee travels from 5 am till 1 pm (8 hours), he doesn’t have to take
overtime compensation for the remaining core time hours (till 4 pm /4:30 pm).

Example 2: If the employee travels for 5 hours, from 5 am till 10 am, he can leave earlier
than the end of core time if he completed his 8 hours (so he can leave at 1 pm), without
taking overtime compensation.
In cases like above the employee has the responsibility to notify (per email) the head and HR.
The HR must consider this when calculating the overtime at the end of the month.

4. Overtime compensation for travel and work during the weekend

Work during the weekend is 100% compensated with free time or money if it lasts minimum 2
hours. However an employee can work on weekend only with the approval of the head.
Travel on weekend that lasts 6 hours or more, it’s 100% compensated with free time or money.
This rule applies only for the travel hours between Saturdays 0:00 till Sunday 24:00.

Example 1: Travel on Sunday from 2 pm till 8 pm = 6 hours overtime 100% compensated

with free time or money.

Example 2: An employee leaves at 8 pm on Sunday and arrives at 3 am on Monday:

- 4 hours 100% compensated with free time or money (from 8 am till 12 am on
Sunday) and
- 3 hours 75% compensated only with money

Travel during the night that affects the employee capacity to work the next day will be avoided
because in this situations he/she should take overtime if he/she needs to rest that day. However if
there will be such situation, a previous discussion with the head will take place, in order to find
the best solution.

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