A
Please inform your manager and your team assistant as soon as possible in any case of absence.
In case of absence due to illness you have additionally to report your sickness via the HR Self Service tool too.
The previous e-mail distribution list "personnel_abwesenheiten" is no longer active.
Absence due to „force majeure“
In general: You as an employee bear the "road risk", i.e. it is your responsibility to be in the office on time. This also applies in the event of storms, floods or rail strikes. If you are not able to get to the office due to such a "force majeure", please inform your supervisor immediately and clarify with him whether you are...
- you can work from home. In principle, this is possible on the basis of our "Working From Anywhere" policy in justified exceptional cases, if …
- your supervisor agrees and
- you have all the necessary equipment like a notebook with you and
- IT access to our company system is guaranteed
OR
- take a vacation day (which you can also add the following day in the Vacation Tool). If your annual vacation is already used up or completely planned, you can buy additional vacation days. You can find the rules for this here.
Here you can find more information about absence on sabbatical, vacation or parental leave (Family).
Every employee is required to wear his or her access card visibly in the company.
The access times to the offices are Monday to Saturday 7:00 a.m. to 9:00 p.m. for external colleagues as well as working students and interns and Monday to Sunday 0:00 a.m. to midnight for internal employees.
Loss of access cards must be reported immediately to Office Management. The cost of unreturned cards will be charged at EUR 50.00.
From the 3rd day of incapacity for work (weekend days do count!), a medical certificate of incapacity for work must be submitted and works as follows:
-
AUs of privately insured persons please upload via the tool
-
Confirmations of "child sick" please upload via the tool
-
For statutory insured: Since 01.01.23 the incapacity to work is reported by the doctors directly to the health insurance companies (eAU). This process does not yet work smoothly, so that some doctors continue to issue AUs in paper form. Therefore, uploading in the tool is not necessary, but is possible on a voluntary basis
Sending an AU to the previous "personal_abwesenheiten" E-Mail distribution list is no longer possible.
The distribution list is switched off and sends a notification with the description of the new process.
An accident at work as well as a commuting accident must always be reported to HR. Insured accidents on the direct route between home and workplace are called commuting accidents.
The employer is obliged to report commuting accidents to the statutory accident insurance (in our case: Verwaltungs-Berufs-Genossenschaft) if the employee is unable to work for more than three days as a result of the accident or if consequential damage is foreseeable.
If you have had an accident, please fill out the Accident report and hand it in to HR.
You can get further information either on the VBG website or from Michael Osei-Antoh or Ursula Schmidbauer.
More details you can find here.
We do not offer asset-creating services.
Working abroad
For an upcoming business stay abroad, no matter whether it is a short business trip or a longer assignment, there are some things to consider in advance:
checklist:
- Do you have a sufficiently valid passport? Please make sure that your passport is sufficiently valid. Many countries require that your passport is valid for at least six months at the time of your planned departure. For travel within the EU a sufficiently valid identity card is sufficient.
- Do I need a visa? Which entry formalities do I need to observe? When traveling on business, you must obtain all information on entry and work regulations yourself and are also responsible for applying for a visa, work permit if necessary and other necessary entry documents in good time. Your team assistant can support you in this. Please make sure that you have the appropriate visa for your work abroad. You can find more information further below under Visa & formalities.
- Is my business trip planned for more than 30 days in a row or have I been on a business trip in the same country for many days last year and this year? Work stays are subject to different entry and tax regulations depending on the country, i.e. if you stay in one country for a certain number of days for work purposes, this may have tax consequences for the traveler and the company or may require a work permit. If your business trip is planned for more than 30 days in a row, or if you frequently go on a business trip to the same country, please contact HR for clarification and further information.
- Am I insured if I fall ill or have an accident abroad? Do I have all necessary documents and phone numbers in my luggage? If you are going on a business trip abroad or are sent abroad for a longer period of time, you will be insured through the company with the International Health Insurance Barmenia. You are also insured for accidents at work abroad through the statutory accident insurance. You can find all information, necessary documents and emergency numbers under Insurance.
- Did I apply for the A1 certificate of social security from HR in time for a business trip? For business trips, you must apply for an A1 certificate for the respective country in good time before the trip for social security reasons.
- Do I know the current travel and expense policy? You can find the current LP travel policy here.
- Do I have all necessary vaccinations and do I have to have a compulsory occupational health examination? You can find more information under Health & Safety.
- Have I informed myself about the security situation in the destination country? You can find more information under Health & Safety.
- Do I have a valid credit card with a sufficient credit limit for all costs I may have to advance? On the following pages you will find all information about business trips abroad and assignments abroad.
Visa & formalities
If you are on a business trip abroad, you are responsible for obtaining all information about entry and work regulations yourself and for applying for a visa, work permit and other necessary entry documents in good time. Your team assistant can support you in this.
Please make sure that you have the appropriate visa for your work abroad.
Work stays are subject to different entry and tax regulations depending on the country, i.e. if you stay in a country for a certain number of days for work purposes, this may have tax consequences for the traveler and the company or may require a work permit. If your business trip is planned for more than 30 days in a row, or if you frequently go on a business trip to the same country, please contact HR for clarification and further information.
For longer and/or frequent business trips to the USA please note the following information: US visa and tax guidance
Visa
If you need a visa for your business trip abroad, you can order it through the VisumCentrale website. There you will find everything you need to know about visas. If you order your visa online via VisumCentrale, please enter the customer number that applies to you.
Please make sure that the activity you are going to do abroad is permitted and intended for the visa you are applying for.
Longer stays abroad as part of a secondment:
If you are going abroad as part of a Short Term Assignment, you will be supported by the Global Mobility Team of HR in applying for the visa, work and residence permit and other necessary formalities as well as in all organizational questions.
For the visa application it may be necessary to submit personal data to the immigration authorities.
International Health Insurance
All employees who go abroad on business trips or are sent abroad for a longer period of time are insured by Barmenia International Health Insurance, which has taken out a group international health insurance policy for Loyalty Partner Group with Barmenia Insurance called World Policy No. 4484. It provides insurance cover for medical expenses incurred abroad as a private patient at the doctor's or hospital. These costs are reimbursed up to 100% within the scope of the world policy without a maximum limit. Further information is available at www.weltpolice.com
With this foreign health insurance is distinguished between:
- a travel/stay of less than 90 days = short trip insurance and
- a travel/stay of more than 90 days = full cost insurance.
If you are going on a shorter business trip abroad (1 - 90 days), please notify your team assistant of your travel dates and the country of travel in advance so that she can enter you in the HR insurance list. HR reports the total number of days of travel at the end of the year to the health insurance company, which then insures all short-term trips during the year. You will find all the important information for emergencies, benefits and reimbursement in the Short Term Travel Insurance leaflet. Please print it out and add it to your travel documents!
If you are going abroad for a longer period of time (90 days or more) or if you are sent as part of a STA, please contact HR. You will be registered by name with the health insurance company and will receive an insurance certificate for the insurance period. You will find all important information for emergencies, benefits and reimbursement in the leaflet Full Cost Insurance. Please print it out and add it to your travel documents!
For business trips to the USA (short or long term) you will find additional special information in the GMMI leaflet. GMMI is the contractual partner of Barmenia in the USA. Please print it out and add it to your travel documents!
You will find information on the reimbursement of services in the service information sheet. Please print it out and add it to your travel documents!
If you are insured through Barmenia, you must sign the data protection declaration once for yourself and, in the case of a secondment, for any co-insured family members/partners and hand it to personnel for their personnel file.
Here you can find FAQs about international health insurance.
Social Security
For business trips within the EU/EEA and Switzerland, an A1 certificate for the respective country must be applied for in good time before the trip for social security reasons.
Accident insurance
The Berufsgenossenschaft VBG is the statutory accident insurance whose protection also applies to business trips and work stays/postings abroad. This means that you are also insured for accidents at work and occupational diseases abroad.
A tropical infectious disease caused by a stay abroad can be recognized as an occupational disease under certain circumstances. Important for insurance claims and also for further medical treatment is the exact documentation of the medical treatment abroad.
Further information can be found at www.vbg.de and in the information sheet on statutory accident insurance when posted abroad.
Notfall_Hotline.pdf Here you can find the important emergency numbers as well as our customer number of the respective company.
Travel Expense Policy
LP's Travel Espense Policy also contains all important information about business trips abroad and their settlement.
Assignments & Policies
Policy
If you are to work abroad as an employee for more than 90 days at a time, you must be officially sent on a Short Term Assignment (STA) according to the AMEX guidelines to ensure compliance with entry, work and tax regulations. This must not be circumvented by a frequent "fly-in-fly-out".
If you as an executive are planning to send an employee abroad, please contact HR in good time. The application for visas and work permits can take up to 90 days depending on the country.
You can find an overview of the services provided by an STA here:
Short Term Assignment
STA_Overview_LP_20150422_ppt.pdf Overview Short Term Assignment Program
Health & Safety
Medical advice
All employees who are sent abroad (including European countries) for 3 months or longer must seek advice from our company physician Dr. Luick and undergo the obligatory occupational health screening G35. This also applies to every business trip (regardless of duration) to India and Mexico.
The consultation includes, among other things, the latest information on necessary malaria and vaccination prophylaxis as well as a vaccination consultation.
Even for shorter business trips abroad, the company doctor recommends the G35 examination in many cases (e.g. India). After the examination by Dr. Luick, you will receive a medical certificate for the employer, in which the result is confirmed with one of the four assessment options:
no health concerns
no health concerns under certain conditions
temporary health concerns
persistent health concerns
Only after you have presented this certificate to HR (at Ursula Schmidbauer) and no serious health concerns have been certified, you may travel abroad for the company.
As soon as you know that you are going abroad for the company, please contact Ursula Schmidbauer from HR. She will announce you to our company doctor Dr. Luick. You can arrange the exact date directly with the practice of Dr. Luick. The appointment should be made at least 4 weeks before departure. The costs for the examination and consultation will be covered by us, if it is a business trip or a secondment arranged by us. Please make sure to bring your identity card and vaccination card!
Even after returning from a longer stay abroad, a so-called return examination is necessary. You have to have this examination within 8 weeks after the end of your stay abroad.
The contact details of our company doctor Dr. Luick are:
Dr. Rainer Luick
Sonnenstraße 29
80331 Munich
Phone 089 4423 834-00
praxis@dr-luick.de
www.dr-luick.de
www.medisinn.de
Here are additional details on the G35 preventive examination.
Health and Safety
The Federal Foreign Office provides information on safety and health abroad: www.auswaertiges-amt.de
The presentation " Arbeitseinsatz und Verhalten im Ausland - Loyalty Partner 2011 " gives a first overview of behavior and dangers abroad.
Further links on the topic of travel medicine:
www.crm.de
www.fit-for-travel.de
www.die-reisemedizin.de
www.tropenmedicus.de
For business trips within the EU/EEA and Switzerland, an A1 certificate for the respective country must be applied for in good time before the trip for social security reasons.
The reason for this is that, according to the law, colleagues on business trips abroad must carry a social security certificate (the so-called A1 certificate) with them. This certificate confirms the application of German social security law in the country of assignment. In the event of official inspections or, for example, occupational accidents abroad, this certificate must be presented.
The A1 certificate must be applied for by your team assistant at HR Operations no later than 2 weeks before the start of the business trip using the following template. HR Operations will apply for the A1 certificate for you and send it to you as soon as we have it.
According to the German Pension Insurance, it is not necessary to apply for a certificate of posting (e.g. DE/IN101) for business trips to non-European countries (e.g. India, USA) before the start of the business trip. The recommendation of the German Pension Insurance is the following: "Since certificates of posting for non-European postings acquire full legal force even if issued retroactively, we recommend applying for these certificates of posting in the future retrospectively, provided that a request is made by foreign authorities (so-called case of need)." That means that if you are requested to do so during your business trip, please contact HR Operations with the following template, so that the certificate of posting can be applied for retroactively.
You can find more information on the website of the GKV-Spitzenverband, where you can also find out about the social security agreements with the respective countries.
Here you can find all the information about the the anniversaries (-5, 10, -15, -20 an 25 years) by the PAYBACK GROUP
B
See My Benefits
If you are expecting a baby, please inform your personal advisor and submit your birth certificate. If you have applied for parental leave, the final period will be confirmed when you are notified of the date of birth. Further information on pregnancy, maternity leave and parental leave can be found under Family.
As a father, you will receive a special day of leave for the day of the birth.
Here you can find all further information on the topic of family.
C
If a female employee leaves the company after 9 pm for operational reasons, she can order a cab home. This will be charged to the travel expenses.
We convert your contribution if you wish to capital-forming benefits (German: VWL) via your pay slip. There is no employer subsidy.
To improve the compatibility of family, care and work, there are currently various ways to support people caring for a relative, which gives them the opportunity for more flexibility and individuality in their care.
There is a distinction in three areas:
- Short-term absence from work (up to 10 working days per year)
- Care leave (up to 6 months)
- Family care leave (up to 24 months
Here you can find further information about care time.
If you want to change your account for salary payments or travel reimbursement, please enter the new account directly in your Perbit ESS & MSS.
Please note that a change must be made at the latest by the end of the previous month (Example: If you want your salary to be paid into your new account at the end of August, you must change the new bank details by 31 July at the latest).
Please make changes to your personal contact information yourself via the HR Self-Service tool. If you have a job ticket, please also report your new address to personal_transportationbenefits@loyaltyparter.com
If you have married and have also changed your name, this must be proven by presenting the marriage certificate to HR Operations via payroll@payback.group. The name change will then be reflected on the salary statement, the e-mail address and in the user name (Windows account).
If your income tax class has changed in the course of this, we will automatically be informed of this change by retrieving the so-called ELStAM data.
You have to change the tax class yourself at the tax office. We receive the information from the office and cannot speed it up.
In the event of your child's illness, you must provide us with the relevant confirmation from the 1st day of your absence. The employer will continue to pay wages for a maximum of five days per child per year.
In these cases, please upload the corresponding confirmation in the HR Self Service Portal.
If your child is sick for more than five days per year, you can apply for so-called wage replacement benefits from your health insurance company.
When entering or leaving the church, the church tax deduction is transmitted to us by the tax office via the so-called ELStAM data. If there is a change, it can take up to three months to adjust your salary.
Job references are still part of every application, together with the covering letter and the CV. In general, however, it can be observed that references are becoming less and less important and that the attention of HR personnel is rather focused on qualifications, cover letters, the overall impression of the application documents and the personal interview.
A job reference is prepared by the employer and formulated according to our company standard. Some important points should be noted:
Requirements for a final certficate:
If you leave the company and have already completed your probationary period, you are entitled to a qualified job reference. Even if you change companies within the corporate group, you can still request a final certificate. If you leave the company during the probationary period, you will receive a confirmation of employment (simple job reference).
Requirements for an interim certificate:
You are entitled to an interim certficate from
- a change of team/area, which is accompanied by a significant change of tasks
In all other cases (e.g. if you only have a new supervisor), you can of course have your supervisor give you an interim evaluation at any time using a feedback sheet. This completed and signed form will be kept by you and can be used as a basis for a report to be prepared at a later date (e.g. when you leave the company).
The review sheet also represents a regular assessment of your performance by your supervisor and can therefore be used as documentation of your performance evaluation.
Process:
If you would like to request a report card, fill out the form "Zeugnisinput" and send it by e-mail to the mailing list zeugnisse@loyaltypartner.com . If there is a justified claim for a certificate, your manager will receive a link for the evaluation via a certificate tool. Within the testimonial tool, the manager carries out his or her evaluation. After the evaluation, HR creates the certificate and sends it to your manager for signature.
You can find the form Zeugnisinput in the Office documents under the templates File / New / Released / tab of the respective company / ZEUGNISINPUT_PB_LP_LPS_05_2019
We only issue work and interim certificates in German.
One of the reasons for this is that the German job reference is unknown abroad. Germany and Switzerland are the only countries in Europe where a formal, qualified job reference is available. Even in the Anglo-American economic area there are no job references according to the German one.
The process regarding the issuing of a certificate is managed internally by Daniela Riedleder.
Visit HR Team
If you celebrate your 5th, 10th, 15th or 20th anniversary in the company, you will receive a points voucher. See also Points reward
The authorization for a company car exists for the following hierarchy levels: Head of department, consultant, senior project manager and area manager.
Advice and orders are made by the purchasing department. Everything else is regulated in the car rental agreement, which you can request from Michael Hildebrandt.
If you use a company car, you are not entitled to any further Transportation Benefits.
As an employee, you have the option of applying for the PAYBACK Visa Card or the PAYBACK American Express Card free of charge.
American Express Card
The application form is filled in via this form and sent online.
PAYBACK Visa Card
You can apply for the PAYBACK Visa card online here. You will receive the activation order and the PAYBACK Visa card by post. Go to the post office for your identification and return the completed activation order. You will receive your PIN number after around 2 weeks. Please then complete the staff form (sorry, only german Version available), have it signed by staff (Daniela Riedleder) and return it to VISA so that you can obtain the staff conditions.
You can find information on the conditions for the PAYBACK Visa card here.
D
GDPR stands for General Data Protection Regulation. The aim of the DSGVO is to create EU-wide uniform rules for the processing of personal data. This regulation is very relevant and extremely important for our group of companies, as we manage very large volumes of personal data.
Y:\Company_Info\Datenschutztraining\Datenschutztraining_aktuell
Employee and staff data protection
The provisions of the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG) apply not only to our customer data, but also to all our employee and applicant data.
Details on data processing can be found in the data protection information for employees, the d data protection guidelines for handling applicant data and our obligation of confidentiality.
LP-Datenschutz_Schulung_alle_Mitarbeiter_EN-Stand_17.01.2018.pdf
LP-Datenschutz_Schulung_alle_Mitarbeiter_Stand_17.01.2018.pdf
Undertaking_to_maintain_confidentiality_pursuant_GDPR__ENG_01.pdf
Verpflichtung_auf_die_Vertraulichkeit_nach_DSGVO.pdf
In the event of illness, you must submit a certificate of incapacity to work (AU) to HR on the 3rd day at the latest. The employer reserves the right to request an AU after the 1st day already.
From now on, the AU is only required in digital form.
If you are unable to come to work due to illness or illness of your child, you must report this immediately to your supervisor. The supervisor will ensure that every absence of an employee due to illness is reported to the e-mail address Personal_Abwesenheiten. This also applies to follow-up reports.
If your child is ill, you must submit the AU from the 1st day onwards, and the employer will pay the continued salary for a maximum of five days per child per year, provided the child has not yet reached the age of 12.
If you fall ill during your holiday, you have to submit an AU from the 1st day onwards. In this case the holiday must be cancelled independently via the Vacation Tool.
During the first four weeks of your employment you are not entitled to continued payment in the event of illness. As a rule, the health insurance company pays sickness benefit for this. During this period, you must submit the AU from the 1st day onwards.
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Visit My salary
Office dog 1x1 - very important news!
Bringing your "best friend" to the office - basically no issue. To make everyone feel comfortable, please consider a few important rules for all office dog owners!
Please take the needs (and also complaints) of the colleagues without dogs as well as the wishes of the "dog parent" equally seriously. If these four rules will be disobeyed, no office dogs can be brought along anymore!
Rule No. 1:
Prerequisite for bringing your office dog is the ok of your supervisor, the general coordination for your office area (Are there already other dogs? How is it with an office move? etc.) and of course the consent of your colleagues.
Especially in open spaces/ open-plan offices, special mindfulness is needed here!
Rule No. 2:
Like every two-legged friend, every four-legged friend that regularly comes to the office must be registered with Office Management.
For this purpose, all office dog owners must fill out an appropriate "onboarding form" and thereby also commit themselves to a few important rules for working with the "doggies" (food, rules of conduct, what to do in case of damage, etc.).
Rule No. 3:
This is what your office dog brings with him:
- Housebroken and not in heat
- A friendly nature
- Reacts relaxed to strangers
- Barks little or not at all and can also behave quietly over a longer period of time.
- Does not make any territorial claims
Rule No. 4:
The cooperation between humans and animals is based on openness and tolerance - in both directions! AND also at lunch outside we ask you to be considerate (all parties).
Rule No. 5:
Dog owners: inside should make it visually clear at their place on every day when the four-legged friend is present that there is a dog in the office (note/posting: e.g. dog on site).
Rule No. 6:
Dogs are not allowed, in areas used by the general public, especially conference rooms, kitchens, restrooms, playrooms, gymnasium, dining rooms, etc.
For this you have your dog sponsor, who will surely be happy to look after your four-legged friend for this time.
You can find the PAYBACK GROUP dog etiquette here.
NEW and also relevant for non-dog-owners: We now have dog managers! From now on, you can send all your concerns about your office dog or those of your colleagues to the e-mail distribution list of the Paw Patrol.