WFM UK: HR: Workaround for Creating a Casual Year End – Fourth & HotSchedules Customer Success Portal

Overview

Casual employment has no year end concept, as Casual employees continually accrue holiday on a rolling basis at a rate of 12.07% on hours submitted through the Rota.

Casual employment was designed in this way as it was believed that were employees to be truly ‘casual’, they should not be connected to the concept of a holiday year end.

Over the last few months there has been a demand - particularly from customers in the hotel sector - to insert a year end for Casuals.

To facilitate this request we have identified a workaround to force a year end for Casuals. This article describes the workaround.

Please Note: This is fundamentally a workaround and not a solution to this request. It therefore has drawbacks and implications, which must all be fully understood before proceeding with this process.

Workaround

Run a script in the back end to transition all Casual employees to Flexible and then to Casual again, effectively removing all recorded holiday information for Casual employees, putting their accrual figure back to zero- as if they were commencing a new holiday year.

Getting Method Scheduled

Customer must be walked through this document ; all implications of running this script must be explained clearly to the customer; the customer must authorize the running of this method on their portal
A DT and case must be raised for this request; the DT must specify the effective from date for the script
The DT must be DLM’d through the case
Script is run, changes are live tested
It is confirmed with the customer that the script has been run and is now effective

Main Implications

Historical holiday values for casual employees will be removed when this script is run.

If any Casual employees have already booked holiday in the new calendar year, these days booked will appear as minus figures in the Holidays Remaining once the script has been run.

Guidance for Implementing

This workaround will delete all historical records connected to Casual employees, it is recommended that the customer runs the Holiday Accrual Journal on the last date of their holiday year to enable them to retain a historical snapshot for reporting and information purposes
Casual holiday accrual is calculated at the point when a rota is submitted to payroll; it is recommended that the final report for the year end be run after submitting the last rota of that year in order to take account for the last weeks’ worth of accrual gained
The script will only impact Casual employees; other employees on different employment types will not be impacted

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