Shaping HR: AFAS HR/Payroll system

Login to MyHR (AFAS Online) via the employee portal or via myhr.utwente.nl. Use your UT email address and password. Please note: we use Multi-Factor Authentication (MFA). Go to utwente.nl/lisa to find out more. (If you logged in to a different application using MFA earlier in the day, this extra authentication step is not required for MyHR.)

In order to provide support to everyone at the University, key users have been appointed for the faculties and services. Key users are your first stop for any questions, problems or feedback. The key users are listed in the table below. In addition, you can go the MyHR homepage and send your question via 'Ask HR'.

Information about the project Shaping HR/AFAS can be found on our website (utwente.nl/afas). For information about HR regulations, please visit the HR website (utwente.nl/hr).

If you have questions about authorisation, it's best to contact the key user of your faculty/service.

You can download the AFAS Pocket app from the Google Play or Apple App Store.

You can find instructions on the AFAS help website about logging in for the first time. Note: use the key: ESFM8H or the QR code mentioned below to receive an activation code by email.

If you have any (technical) questions about the app, send an email to afas-app-hr@utwente.nl and you will be contacted as quickly as possible.

Yes, you can switch to English in the AFAS Pocket app. Please take the following steps in the menu:

Step 1: Choose 'Instellingen'

Step 2: Choose 'Taal'

Step 3: Menu is set-up in English

• Submitting a leave request
• Reporting illness or recovery
• Approval of tasks and identifying signals

In the future, more functionalities will be added to the AFAS Pocket app, for example the capability of changing personal details. Information on this topic will be sent out at a later stage.

If you have any (technical) questions about the app, send an email to afas-app-hr@utwente.nl and you will be contacted as quickly as possible.

MyHR (AFAS) gives you the option of submitting declarations for moving, travel expenses and temporary accommodation via the declarations portal. You can find this portal by going to 'My HR > Expenses'. This portal also gives you the option of declaring suitable work, overtime hours, and hours for on-call staff. Other declarations are filed via Finance and thus not declared via MyHR (AFAS).

Outstanding and approved declarations may be found by going to 'My HR > Expenses'. At the bottom of this page you will find outstanding declarations under 'Open tasks', and processed declarations under 'My claims'.

In the first quarter of 2021 the Optional Model Employment conditions will become accessible in MyHR (AFAS). Further information is to follow.

Apart from the implementation of AFAS, we are currently experiencing coronavirus, which means we are working more at home. This means that for the time being it is not possible to process travel expenses in the Optional Model. Campus-wide information will follow as soon as we know more about the situation.

Yes, you can. HR will send out further information on this topic in the first quarter of 2021.

You will eventually have the option of submitting your resignation by going to 'My HR > Personal details > Resign your contract'. Please note: the dismissal procedure is more than simply submitting a request. For that reason, you must first make arrangements with your supervisor and the HR for your service or faculty before submitting your resignation.

You can change your personal details using the button 'MyHR > Personal details > Edit personal details'.

In the menu under the tab 'MyHR > Personal details' you can find your personnel file. As of January 2021, we will start with clean personnel file in MyHR (AFAS) that will be automatically up-dated from that time on.

The first salary slip will become visible around the first payment date: 22 January 2021. You can find payslips and annual salary statements by going to 'My HR > Salary slips'. For more information about salary payments, see: salary payment HR website.

Please find below a clarification of the terms that are used on your salary slip:

Gross salary (dutch: brutoloon)

This is the amount the employee receives from the employer. This is the salary amount before deduction of the employee’s costs, however. Therefore, the gross amount is higher than the amount the employee will receive.

BSN

BSN is the abbreviation for burgerservicenummer (Citizen Service Number). This is a unique number given to every person who is registered in the Basisregistratie Personen (Personal Records Database). The government uses this number to process your personal information.

Annual salary BT (Dutch: Jaarloon BT)

This means the Special Rate (Bijzonder Tarief) that applies to the annual salary. It determines how much tax the employee has to pay on special allowances, which could include overtime, holiday allowance, etc. So, the higher the annual salary, the higher the tax. The percentage is set by the Dutch Tax & Customs Administration.

Payroll tax (Dutch: Loonheffing)

Payroll tax is the tax deducted from your salary by your employer on behalf of the Dutch Tax & Customs Administration. Payroll tax is the collective name for income tax and social security contributions. The amount of income tax is determined using the income tax tables. These tables are maintained by the Dutch Tax & Customs Administration.

Net salary (dutch: nettoloon)

This is the actual amount paid into the salary account as specified by the employee.

Net allowances (dutch: nettovergoedingen)

This shows the amounts the employee receives as net amounts in addition to the salary.

Part-time percentage

The part-time percentage indicates how many hours in percent you work for your employer. The employer sets the number of hours for a full-time working week, and therefore what your part-time percentage is if you do not have a full-time job.

Pension (dutch: pensioen)

The pension accrual is twofold. The employee and employer both contribute every month. The pension contribution you see on your pay slip is the employee’s part. This shows the percentage of the pension contribution and the amount used to calculate the pension contribution. The employer then ensures this amount is transferred to the relevant pension provider. The employee does not have to do this himself/herself.

Table colour

The table colour is either white or green. This colour determines which income tax table should be used to calculate the amount of the payroll tax. The white table is used when it relates to salary from current employment. The green table is used when it relates to salary from previous employment, such as a transition allowance for example.

Holiday allowance (dutch: vakantiegeld)

Once a year, the employee receives his/her accrued holiday allowance. Most employers pay the holiday allowance in May. This amount is accrued over the previous months.

Example salary slip (Dutch only)

Old salary slips and annual statements will first be accessible using the old application ‘Salary statements and annual statements’. This information will also be added to your personnel file in 2021.

Apply for leave by going to the 'My HR > Leave portal' or via the AFAS Pocket app. You can apply for different kinds of leave in this way, such as regular leave, special leave, and childbirth or parental leave.

As long as the start date of the leave you applied for has not yet passed, you can withdraw your leave application yourself. If the start date has passed, your supervisor has to approve this withdrawal.

Leave applications for 120 hours or less are automatically approved. Leave applications for more than 120 hours will be presented to your supervisor for approval.

*The principle is that an employee who applies for leave has arranged this in advance within the unit.

The total for 2020 will be processed in the first week of January and accessible from that time.

Apply for parental leave by going to 'My HR > Leave portal > Parental leave'.

You can report your illness by going to 'My HR > Absence portal' or via the AFAS Pocket app. Use the button 'Report ill'. To report your recovery, use the button 'End sick report'.

You can report your recover by going to 'My HR > Absence portal > End sick report'.

Report of partial recovery must be registered by the HR assistant or your supervisor. You cannot take care of this yourself in MyHR (AFAS).

As supervisor you will receive a task 90 days before the employee's contract expires. In this task you can indicate whether you want to extend the contract for a definite period, an indefinite period, or whether you want to let the contract expire. If you want to extend a contract, you also have to enter an end-date. After that, HR will take care of the extension.

As supervisor you will receive a task 90 days before the employee's contract expires. In this task you can indicate that you want to let the contract expire and thus report the employee will be leaving employment. If you want to dismiss an employee before this time, contact the HR for your faculty or service.

You have to appoint a substitute for long-term absences due to leave or illness. This substitute will then receive 'approval requests' for processing during your absence.

When you apply for leave or register an absence you will have the option of appointing a substitute.

Please note: appointing a substitute requires careful consideration. Be sure you do not unintentionally appoint an employee with the same or similar name to receive the approval requests!

The current absence protocol published on the HR website remains in force. Absence reporting in MyHR (AFAS) will have some differences:

• Staff report their own illness in MyHR.
• As supervisor you will receive a task 12 days after an active report of illness to take action (instead of after 3 days as in the current system).

Yes, the pertinent absence dossiers will be transferred to MyHR (AFAS) in January 2021.

A task requires an action (procedure) and a signal is a message you receive for information purposes.

You can find all your submitted tasks/workflows on the homepage. You can find this in the display under the heading ‘Submitted’.

When a submitted workflow is rejected it is put back in the 'My tasks' box on the homepage. You can then make changes or withdraw the request using ‘Modify’ or ‘Delete’ in the task itself.

In order to withdraw a task, ask the approver of the task to reject it. You can also contact the key user of your faculty or service.

Instructions and information about filters for the display can be found on the AFAS help website.

We are trying to be as complete as possible when going live. But there are components of AFAS that will only become accessible in the course of 2021. Further information on the topic will follow at that time:

• The AFAS Pocket app: functionality will start with the basics, such as leave applications, illness and recovery notifications, and approval of tasks and viewing signals. Additions to the app will become available at a later date;
• Certain functionalities of MyHR (AFAS) will become available in the course of 2021, e.g. annual interviews.

UT has been using Talentsoft for recruitment and selection procedures. This system will remain in parallel with AFAS.

UT Flex for students will remain operational.

TAS and Declaree will continue in their current format in 2021. These systems are part of the 'financial domain'. Any changes or modifications will be entered when implementing the new financial system. For questions about these applications, please contact the financial department of your unit.