Employee Manual

Introduction

Xtend uses an online environment for the declaration of worked hours. This environment is called: Xtend online. Besides declaring worked hours, this environment also shows your personal details, your current placements and your (past) payslips/payments. In the future more functionality will be added.

Currently the environment is only available in Dutch. The full English translation is expected the beginning of April 2010. Until that time this manual should provide non Dutch speaking employees with sufficient directions to declare their hours and use the other functionalities. Might you have any problems filling in the hours or might any information be incorrect, please contact us.

Index

Introduction.. 1

Login.. 1

Welcome screen.. 2

My personal details - “Mijn gegevens”. 2

Current and past declarations - “Declaraties”. 3

Filling in a declaration.. 4

Payslips - “Loonafrekeningen”. 5

 

Login

Login in can be done through the Xtend website or directly by going to http://www.xtend.nl/login. This page will show two boxes in which you can enter your username (“Gebruikersnaam” – normally your e-mail adres) and password (“Wachtwoord”) (see fig. 1). Might you have forgotten your password, please press: “Wachtwoord vergeten?” and after entering your username, a new password will be send to you.

DUTCH	ENGLISH
Gebruikersnaam	Username (most often e-mail adres)
Wachtwoord	Password
Wachtwoord vergeten?	Password forgotten?

 

Welcome screen

After logging in you will be presented with a welcome screen and a list of all the menu options on the left side. By selecting one of these options, you will go to the subsequent screen. The menu options are covered by the chapters below.

DUTCH	ENGLISH	FUNCTION
Uitloggen	Log out	Leave Xtend online
Wachtwoord wijzigen	Change your password
Mijn gegevens	My personal details	View your known details and upload CV/photo
Declaraties	Declarations	Fill in your hour declarations and view past declarations
Betalingen	Payments	View when payments have or will be done
Loonafrekeningen	Payslips	View and download your payslips

 

My personal details – “Mijn gegevens”

This screen will show all personals detail that are known to us. Currently it is not possible to alter these data. Might any information be incorrect, please contact us by mail or phone. In the future it will be possible to change your details, upload or change your photo (“Foto bijwerken”) and to upload or change your Curriculum Vitae (“Nieuwe CV Uploaden”).

 

Current and past declarations – “Declaraties”

Overview

This screen will show your declarations over the current and past weeks. The table shows a declaration number (“Declaratie”), a week, a function (“Plaatsing”), an employer (“Opdrachtgever”), a reference number (“Kostenplaats”) and the current status.

Above the table you can search on a certain year and/or week and on keywords (“Zoek op”). Furthermore you can (de)select certain options:

•         “Laatste versie”: Latest versions, shows only the latest versions of the weekly declarations (when multiple declarations have been filled in for a certain week).

•         “Alleen bewerkbaar”: Editables only, shows only those declarations that can still be edited (not yet approved).

•         “Is actief”: Is active, shows only declarations for the current (active) employer.

Status

Each week has one line in the table for which a declaration can be (or has been) filled in. The status mentions in which step of the processing chain your declaration currently is:

•         Open: The declaration is ready to be filled in, no data has yet been entered

•         Ingevuld – entered: The declaration has been entered and is ready for approval

•         Goedgekeurd – approved (green): The declaration has been approved by the employer

•         Afgekeurd – declined (red): The declaration has been declined by the employer or Xtend

•         Received by Xtend (green): The declaration is received by Xtend and ready to be processed

•         Verwerkt – processed: Xtend has processed the declaration

 

Filling in a declaration

ATTENTION: FILL IN YOUR DECLARATION ON YOUR LAST WORKING DAY OF THE WEEK. AFTER YOU HAVE ENTERED YOUR HOURS, YOUR SUPERVISIOR (EMPLOYER) WILL BE AUTOMATICALLLY NOTIFIED

By selecting a week on the overview of Declarations, you will see the hourly worksheet for that week. Each week has all the days listed. As long as the status of the declaration is Open or Entered you can still edit the data on this worksheet.

• The left top section (highlighted green above) of the worksheet shows specific information on the declaration like week, contract number, responsible Xtend employee, etc.

   

• The top right section (highlighted red above) shows information on the employer and gives the possibility to add additional information (not necessary).

   

• There are five buttons (highlighted yellow above) that you can press. The first button (“Opslaan”) will save the current declaration and the hours filled in. The second button (“Annuleren”) will cancel your declaration and undo the last alterations. The third and fourth button will take you to the previous (“Vorige”) or next (“Volgende”) declaration. The fifth button (“Lijst”) will return to the list view of all declaration.

   

• The main section (highlighted blue above) gives the possibility to fill in the hourly declarations for each day of the week.

   

Entering data

1. The first box (1) specifies the type of hours (“Urensoorten”) and the days of the week (Monday until Sunday). In general you will only need to fill in the “Normale Uren” which are the standard working hours. After filling in the hours for each day (just type in the hours below the day) a total will be presented on the end of the row.

 

2. The second box (2) gives the possibility to enter travel expenses. This is only valid when you can get a reimbursement according to your contract. You can enter either travel days or travel distance in the two lines below “Vergoedingen/Inhoudingen”.

 

3. The third box (3) gives the possibility to enter remarks (“Opmerking”). Might there be any remarks concerning this declaration towards either your supervisor or Xtend, you can put them here.

After you have entered all hours for the specified week, you have to press save (“Opslaan”), this will save your declaration and notify your supervisor that a declaration has been done. After saving your declaration you can return to the declaration overview by pressing the List button (“Lijst”). When you entered a declaration for a week for the first time, the status of this declaration will have changed from Open into Entered.

 

Payments – “Betalingen”

This shows the payments that have been or will be done into your bankaccount. Bu entering a year (and a week) you can see all payments for that period.The table states the date of the bankpayments (“Datum”), the current state (“Status”) which can be: booked in (“Gepland”) or paid ( “Betaald”), the bankaccount number (“Rekening”), the paid amount (“Bedrag”) and the description of the payment (“Omschrijving”).

 

Payslips – “Loonafrekeningen”

This menu option shows all your past payslips. Those declarations that have been processed and for which a payment has been authorised are listed here. By pressing a document from a certain week, you will open a PDF file that shows your detailed payslip.