WFM UK: HR: Holiday Troubleshooting

Overview

Holiday Pay

Question/Problem: Flexible Employee Holiday Allowance is Incorrect

Fig.1 – Holiday Settings for Flexible Staff settings

• HR > Employees > Employee Batch update > Choose attribute of Flexible Holiday Override 

 
Fig.2 – Flexible Holiday Override details

• Check the number of Hours displaying in the pop-up window by selecting the ? next to Average Hours in the Holiday page. The average hours may have dropped
• Check the Employee Hours Worked export (Rota > Reports > Exports) to check the number of days worked

Please note: Hours entered as Back Pay in the Payroll module are not included in the Flexible Holiday Calculation, unless Additional Holiday Pay has been enabled – (See WFM Release Note – Additional Holiday Pay Global Settings - release notes cannot be viewed by all Community members)

• Has the employee had any single day absences in the last 52 weeks?
• Check the employee’s record or Employee Hours Worked export
• If yes, check the Absence Types been configured to include absences in holiday calculation
• If Holiday Allowance Calculation is unticked - Holiday Calculation may be lower than expected
• If Holiday Allowance Calculation is ticked - Ensure the correct number of boxes has been ticked in the absence. Too many boxes ticked will result in the employee’s holiday being higher than expected
• HR > Administration > Absence Types 

Fig.3 - Include in Holiday Allowance Calculation in Absence Type settings

• If yes – The system does not pro rata and therefore is not considering the period of Full-time. Calculate the days accrued up until the change and then add these as a negative into the employee’s record

• Global Settings > Edit Default Holiday > Holiday Calculation
• Is the cap on to stop employees from receiving more than 28 days entitlement? If the employee works 6 days a week over 52 weeks, they will accrue more than 28 days. There is a Global Setting to define this
• Is the cap on a pro rata basis? If not, an employee working 6 days a week over 52 weeks will accrue more than their pro-rated entitlement. For example, an employee starting 6 months into the year would be entitled to 17 days not 14 days

Fig.4 – Holiday Calculation settings for Flexible Staff

Question/Problem: Casual Holiday Allowance is incorrect

Hours do not reset when the Holiday Year changes, therefore holiday will be calculated from the employee’s start date. Holiday is calculated at 12.07% of hours worked on a submitted rota. Ensure rotas are submitted to Payroll each week for the holiday to calculate.

Question/Problem: Salaried Holiday Allowance is incorrect

Fig.5 – Holiday Settings for Full-time and Part-time staff

• Enable Override FTE to override a part time employee. This is available in the employee batch update

• Enter Increments as the total year’s entitlement, not just the additional days allowed

• HR > Employees > Employee Batch Update > Select attribute of Holiday Allowance Calculated
• Enter the total days allowed in the current holiday year in the box

Please note: This may need to be moved back to Yes at the beginning of the new holiday year. 

Fig.6 – Holiday Allowance Calculated settings

Holiday Pay

Question/Problem: Holiday for an employee does not show on the Payroll module

Daily Rate 

• Confirm the Daily Rate is not zero
• Confirm the employee has been scheduled on the rota - are Average Hours and Average Days populated?
• Check the Flexible Holiday Override in the Employee Batch Update screen
  • ​If the Summary is 0 the day rate will calculate as 0
  • Holiday pay calculation is: (Holiday Days Taken in Current Pay Period) x (Average Summary Rate) x (Hourly or Shift Rate of Pay).
  • Anything multiplied by zero of course equals zero
• Average Summary Rate = Total Pay including Holiday Pay in the last 52 weeks ÷ the number of days worked including holiday days in the last 52 weeks ÷ hourly rate

Question/Problem: Day Rate is incorrect (Flexible Employees only)
Please note: This is an indicative value that updates overnight.

• Any hours entered as Back Pay will not be included in the Day Rate Calculation – Confirm all hours been entered in the rota
• Are all payment types being included in the holiday pay calculation?
• HR > Administration > Global Settings > Edit Default Holiday > Holiday Calculation. Calculate Holiday based on Gross Pay for the period