General information for temporary employees working for HP Hungary Kft.

Dear Employee,

We have collected this information to anticipate temporary employees’ FAQs about everyday activities and to dos.  We believe it is useful to have a common knowledge base which is a guideline for You about processes, rules and responsibilities in order to make all of our  works (You, HP, Kelly Services) as effective as possible.

You will find useful and practical information on various topics related to employment, contract, probation time, filling and sending timesheets, contact with Kelly representatives, which questions and requests to address to Kelly Services and which ones to HP.

 

1. Tasks and responsibilities - Kelly Services and HP

 

Kelly Services provides recruitment and temporary employment services to HP Hungary. According to the Hungarian Labour Code, in case of temporary placement, the lender, Kelly Services is the employer of the temporary employees who are selected by the borrower, HP. Kelly’s temporary employees are to perform work under HP’s operational control.

Kelly Services, as employer shall do the following tasks:

• Registering employee’s employment to authorities (tax office, social security) (except the case, when employee have not got tax and social security number yet)
• Payroll calculation based on the time sheet filled by employee, approved by HP Team leader / Supervisor
• Deduct from Kelly Temporary Employees’ wages the tax advances, social security contributions and other charges prescribed by law, and pay these amounts to the authorities
• Maintain Kelly Temporary Employees’ personnel and payroll records related to their employment by Kelly
• Transferring net (after above mentioned deductions) salary monthly (until 10^th of the following month) to employee’s bank account
• Transferring weekend travel (train and coach) expenses refund (terms see below) together with wages
• Distributing benefits (warm meal tickets) and detailed payroll calculation sheets monthly (with regard to the previous month)
• Modifying the contract in line with changes by any terms like in weekly working hours, place of work etc., or terminating the contract after HP or the employee has sent written request to Kelly
• When terminating the contract issuing employment certificates on wages, deductions etc. for the leaver employee, transferring due wages and handover of any other due benefits
• Issuing certificates of employment or wages whenever employee needs it for any kind of application (e.g. bank credit)
• Organization of medical examination for Kelly Temporary Employees

HP, as a recipient of staffing services

• Providing Kelly Temporary Employees safe and suitable workplace; equipment and adequate instructions to perform their work
• Organizing and controlling daily work, setting up a shift schedule for the workers, keeping records of employee’s working hours, any changes in the original schedule, absences, over-time
• Managing, approving employee’s request for holiday / annual leave
• Individual performance evaluation, feedback to the employee about their productivity
• Defining wages and benefits, salary reviews after a certain time based on employee’s personal improvement
• Discussing changes in terms of the employment with the employee and letting Kelly know about the result of these discussions when it has an effect on any point of the contract (Kelly might need to modify the contract)
• Supervising and training work safety

2. Employees’ responsibility

 

Employee’s to dos to Kelly Services

• Reporting any changes concerning personnel records (address, marital status, changes effecting work permit status)
• Sending monthly time sheet and attaching certificates of absence via e-mail, fax or personally
• Inform Kelly about sick leaves or annual leaves longer than one week (especially by month end)
• Collecting coach and train tickets or invoice of monthly ticket (between city of permanent address and Budapest) and filling monthly cost report
• Visiting Kelly’s company doctor for pre-employment obligatory medical examination

Employee’s to dos to HP

• Arriving to work by the agreed schedule
• Perform work based on one’s job description, following supervisor’s instructions, giving one’s best possible performance
• Inform HP (TL) about absences always on-time, about sick leaves possibly before the shift, about annual leaves possibly several weeks in advance, (during new hire training period the best is to inform the training team and Kelly Services as well) and to show your doctor’s certificate to HP and to send original document to Kelly
• In case you feel it would be necessary to change any point of the contract, to start discussions about terms of employment (eg. weekly working hours, changing shifts, job activities, salary issues etc.)

3. Highlights and facts about the contract and the employment

 

The probation period

First 3 months of the employment is probation. During this time the employee has full right and responsibilities, but this time is special because both parties, the employee and HP (through Kelly) as well have the right to terminate the contract with immediate effect, when it becomes obvious, this work relationship is not reasonable on the long term. The request for terminating the contract should come to Kelly in a written form, from any of the parties, possibly together with last time sheet of the employee.

Notice period, terminating contract

A contract for an indefinite period (over the probation period) could be terminated by common assent, and by giving a notice with notice period or immediate notice without notice period. When giving a notice it is always necessary to define the reason of terminating the contract.

Notice period of temporary employees is 15 days within 365 days employment, after that it increases to 30 days.

Termination of a contract should always be documented in written; giving reason, time and initiative and sent to Kelly Services. Based on this document and the last time sheet of the employee Kelly shall calculate the last wages of the employee and latest 5 days after termination of the contract, issue leaver’s certificates and transfer wages.

HP has the right to decide whether the employee has to work during the notice period or not. In case the employee has to perform work also during the notice period, he / she must do it by giving one’s best possible performance since she or he gets full wages for this time too.

Latest on the last working day, employee shall return all equipments taken over from HP or Kelly, also the badge.

Employment between Kelly and the employee will be terminated by common assent, in case she or he continues working as an HP permanent employee.

Annual leaves

The Hungarian Labour Code defines the number of annual leaves for employees. The older you are, the more annual leave you will have. When you have children, You can apply for additional leave days, or occasionally, in some extraordinary situations like a baby born, or a close relative has died.

Annual leaves should be used within one calendar year fully. When changing working place during the calendar year number of annual leaves will be divided based on the time spent in employment at a certain company. If annual leave days in proportion with time worked remain untaken, they will be paid with the last salary, if more days were taken, they will be deducted from the last salary.

By HP’s approval in some special cases employee can also apply for unpaid leave day on the top of annual leave.

Annual leaves and any other days off from work should be documented properly on the weekly time sheet.

 

4. About the SDHU New Hire Training

 

New colleagues on Service Desk take part in a 2 weeks long New Hire Training. During this time members of the Training Team represent HP to new hires.   You may have any important change to report to HP (detailed in unit 2), you can turn to them.

New Hire Training is followed by the On the Job Training, when new employees meet their teams, and start to work under the supervision of their Team Leaders (TL) and Backup Team leaders (BUTL). Since in these days you will experience such a huge amount of new information if you feel you need answers to your questions, you can turn to any member of the Training team or Kelly’s on-site representative (consulting hours see below).

 

5. Filling and sending the timesheets

 

Time sheet is the base of payroll calculation, so it is essential that it always contains proper and real data and that it comes to Kelly Head Office on-time.

Details time sheet should include:

-time of arrival and leaving (according to your shift), hours worked- if worked in shifts – hours divided to shifts (morning / afternoon / night hours)

Overtime should be ordered in a separate document by Team Leader or Operations Manager and marked on time sheet in a different column.

There is another column for sick leaves and for unpaid leaves.

On the top of the above mentioned ones, Kelly needs the following data to be filled in to identify and accept your time sheet: your name, your team’s/ organization’s name, your and your TL’s signature (during New Hire training any member of the training team).

Please fill continuously the time sheet and send it at the end of the month to Kelly.

At the end of the month you should not wait for Friday, instead send it on the last work day of the month. (Also in the case you quit or you would be taken over by HP.)

If you also have travel tickets, please send it to Kelly latest together with your last timesheet of the month as well as the sick leave certificate or the overtime order.

You can send your time sheet via

• fax to: 354-2771
• e-mail to:   Barbara Büki: bbuki@kellyservices.hu

Or you can put it to the Kelly box in BH next to the on-site office or in Metrotech to Kelly box on the 3^rd floor secretary.

We collect documents and messages from both sites once a week: in BH on Wednesdays, in MT on Thursdays.

 

6. Benefits

 

Travel costs

According to the Labour Code, Kelly refunds 86% of your train tickets and 80% of your coach tickets in case you do not have a permanent address in Budapest   and you have costs of weekend or daily travelling.

If you need to buy a monthly ticket to travel between your home town and Budapest you have to ask for a VAT invoice for Kelly (Kelly Services Hungary Kft. Budapest, 1062

Aradi u. 8-10.), no invoice needed about tickets. Even discount tickets (eg. Students) could be repaid. We repay the cost of max. 2 trips per month. Repayment will be transferred together with your salary. When collecting and sending your tickets and invoices to Kelly, please do not forget to summarize your costs on our Cost Record Sheet monthly.

We do not repay BKV (public transport) costs.

   Meal voucher

Temporary employees receive HUF 8000 / 6000 / month warm meal voucher after a full month worked, depending on hours worked weekly (40 or 30).  If you start to work in the course of the month or leave the company you will receive a part of the whole amount with regard to the days worked.

We distribute meal vouchers in Bartók Ház and in Metrotech alternately on Tuesdays 9-10.30h. (Eg. Week 2 - Metrotech, Week 3 - Bartók ház...etc.)

 

7. Internal regulation of the reimbursement for glasses to protect vision while working with computer screens

 

HP Hungary Ltd. (Employer) in accordance with regarding laws (Eüm. 50/1999. XI. 3.) and with the Labour-Safety Regulations defines the allowance for glasses for its Employees whose scopes of activities include working with computer screens as follows:

The regulation applies to Employees who regularly use assets with screens at least for 4 hours of their daily working time. According to state laws, Employer must provide employees, who work in front of screens, with glasses that provide Employees the opportunity to have proper vision while working in front of the screen (glasses are provided for this distance), if Employees’ own glasses or contact lenses are not suitable for this purpose.

Procedure:

Employee should contact the responsible medical clinic and make an appointment in case s/he has optical complaint. In case the examination diagnoses that s/he may need glasses, employee will be assigned to attend an ophthalmological examination. Employer will contribute to the costs of making the glasses for the Employee in case the ophthalmological examination reinforces its necessity.

The obligatory provided glasses means the lenses and the rim, defined by the ophthalmological examination, what means that Employer is not required to provide Employee with glasses or contact lenses that s/he uses otherwise as well.

The optometrist should fill the prescription as follows:

• it should be written on it that the glasses are for working purposes („munkaszemüveg”),
• the prescription (certificate) issued by an optometrist, should state that the prescribed glasses are the minimum necessary requirement for performing work in front of the screen,
• HP needs a copy of the prescription that should be forwarded together with the invoice.

Employer had asked for price offers from three optician provider companies that have countrywide shop network and based on their prices have determined the minimum cost of glasses to protect vision as a sum of 10.000,-HUF, what covers the cost of the lenses and the „panel” rim.

Employee is free to have his/her glasses made at any optician. S/he should ask for an invoice set out for HP Magyarország Kft.’s name and address. After this step, Employee should settle the cost of the glasses following the Cost Accounting Procedure (enclose the invoice and the copy of the prescription).  Employer refunds the costs of glasses to protect vision one time in two years (except when visual quality changes thus making it necessary to purchase new glasses).

Employer reimburses the costs to the determined sum at the most. If Employee wants to have glasses which’s price exceeds the minimum necessary requirement, s/he will have to pay for the sum that is in excess of this sum limit.

If the invoice is divided (1., part invoice is for the Employer for the reimbursement of the determined sum, 2., part invoice remains with the Employee) the 2nd part invoice can be settled upon Employee’s voluntary health fund account balance. In order to be able to do so, it is necessary that the optician and the voluntary health fund are contracted with the supplier.

 

8. Contact with Kelly’s representatives

 

Kelly’s head office in Hungary is in district 6., where our colleagues prepare contracts, official certificates and payroll.

On weekdays from 8.30 till 18.00 you can also pick up your meal vouchers and payroll sheets. We also distribute these vouchers/tickets in BH and MT alternately on Tuesdays 9-10.30 am.

On-site office in Bartók Ház: 3^rd floor room 309, in Metrotech 2^rd floor room 202.

On-site representative’s service hours:

Service hours - for Kelly Services Temporary Employees

The service hours system was created based on Your requests, since You have limited opportunities to leave your workstation in regular breaks. The idea was to make our services consistent and convenient and Kelly’s representatives reachable for You.

In the times given above there are no interviews or other meetings in the On-site offices.

Whenever You need urgent help out of the service hours you can contact us on the below phone numbers and e-mails.

Contacts

• Anikó Illés :  illesan@kellyservices.hu , Mobile: 30 9957866 –general matters
• Barbara Büki: bbuki@kellyservices.hu, 354-2777 – time sheets and related, contracts
• Árpádné Nagy: judit_nagy@kellyservices.hu , 354-2777 – payroll, leaves, employment certificates, taxes

 

Head office central reception: 354-2770, Fax: 354-2771

If you would like to share your ideas – how to make this guide even more useful and handy for Temporary employees please let us know: to Anikó Illés (on-site), via e-mail: illesan@kellyservices.hu, or put your message to Kelly’s on-site box.

 

Thanks for cooperating us in keeping the rules!

 

You can download the guide, here:

Temporary Employees guide_Kelly Services-HP