My Holidays within ESS allows users to request, view and delete Holidays via Employee Self Service. Covered in this article: Implementation, Using My Holidays via Employee Self Service, Understanding Holiday Allowance and Requests, Flexible Employment Status Holidays, Full Time/Casual Employment Status Holidays, Booking a Holiday, Deleting a Holiday Request, and Booking Days Off.
Please Note: Employee Self Service must be enabled to use this functionality.
To enable the My Holidays functionality:
- Go to HR > Company Admin > Location > Select required Location > tick the Display Holiday tab within ESS? setting > Save
My Holidays should now be enabled within Employee Self Service for the required Locations.
Fig.1 – Enabling Holiday Tab within ESS
Using My Holidays via Employee Self Service
The ‘My Holidays’ tab is available to view Holiday information to all users of Employee Self Service.
Fig.2 – My Holidays Tab
- To request a new Holiday, select the + icon in the top right-hand corner of the My Holidays tab
Fig.3 – Requesting a New Holiday
Understanding Holiday Allowance and Requests
Within the My Holidays tab, the employee’s Holiday information is displayed.
The ‘Allowed’ and ‘Remaining’ Holidays are displayed in the graph seen in Fig.4. Information on Taken, Booked, Reserved and Accrued Holidays are also displayed on this page.
Flexible Employment Status Holidays
If an employee is on flexible employment status, the Average Days and Hours Worked will display from across the last 12 to 26 weeks, depending on the company’s Global Settings, and the day rate as of the previous day.
Fig.4 – Flexible Employment Status Holiday Details
Full Time/Casual Employment Status Holidays
For full-time, part-time or casual employees, the Average Hours worked and day rate will not display.
Fig.5 – Full Time, Part Time or Casual Employment Status Holiday Details
Upcoming Holidays and Past Holidays are displayed below the allowance. It is advised that these are reviewed regularly by the employee to ensure that they are correct.
Fig.6 – Upcoming and Past Holidays
Booking a Holiday
- To book a Holiday, select the + icon
Fig.7 - + Icon
The ‘New Request’ page will then display.
- Select the required date range for the Holiday and then Apply
Fig.8 – Date Selection
- The next page displays the requested day total, and to book selected dates as Unpaid or Half Day, tick the required boxes
- Once confirmed, select Submit
Fig.9 – Holiday Confirmation
The Holidays will display as ‘Pending’, and once authorized, will display as ‘Approved’ or ‘Declined’.
Deleting a Holiday Request
If a Holiday has been booked in error or is not needed anymore, the request can be deleted even if already authorised.
Please note: Holidays can only be deleted if the day is in the future, or the rota week that contains the day has not been completed or submitted to payroll. To remove a holiday for a submitted rota, please speak to the Admin user within the Organisation.
- To delete a holiday, select the Holiday Day from the list and then the Delete Request button
Fig.10 – Delete Request Button
Booking Days Off
Depending on Portal settings and Internal processes, the best practice way of booking days off is to select Unpaid Holiday for the days which are not to be deducted from the employee’s holiday entitlement, i.e. the usual days off for the employee.
This will not deduct pay from a salaried employee unless the Payroll Global Setting Unpaid Leave Pay Type is enabled to deduct unpaid holidays from salaried employees.
As shown in the example below, the employee works 4 days. The employee has booked the entire period, marking their normal days off as ‘Unpaid’ so that these aren’t impacting their Holiday allowance, and this means that these days off cannot be accidentally scheduled within the Rota.
Fig.11 – Booking an Unpaid Day
Fig.12 – Days Off Booked as Unpaid Days