WFM UK: HR Release Note: Pro Rata Holidays from Full Time to Part Time

What’s Changing?

Employees changing from Full Time to Part Time (salaried to hourly) will have their Holiday allowance pro-rated and totalled based on the time worked in each of their respective employments.

Release Date: 15th August 2019.

Reason for the Change

Currently when changing from Full Time to Part Time, an employee’s Holiday allowance from the previous employment is not factored into the Holiday allowance calculation.

Customers Affected

All Payroll customers.

Release Notes

Global settings

A new Global Setting will be introduced to allow users the flexibility of using the new functionality or not.

• The setting will be located under HR > Administration > Global Settings > Edit Default holiday settings > scroll to the Holiday Calculations section (see Fig.1)

The new Global Setting will be titled ‘Pro-Rata holidays when moving from Full/Part time to Flexible’ (see Fig.1.) 

This Global Setting will be set to ‘off’ by default.
 

 
Fig.1 – Pro-Rata Holidays when moving from Full Time/Part time to Flexible Setting

Holiday Allowance Calculations

To help understand the Holiday allowance calculation, a new page will be created titled ‘Holiday Allowance Calculations.’ 
 

• It will be located under Employee HR Info > Holidays > Days Allowed. The page will show the information as below:

Fig.2 – Holiday Allowance Calculations Page

Any changes in Career History will result in an Employee’s employment allowance being recalculated. 

This means that those employees who have always been flexible, but have multiple Career History changes, may result in a slightly different total allowance as it considers the average in each Historical period. These are then summed up and rounded up to the nearest whole number. Therefore 0.1 would become 1.0 for flexible employees. 

All other employment types are rounded to the nearest half day.

Access to the Holiday Allowance Calculations Page

To be able to view this page, a new User Access permission has been created under HR > User > Assign User Access > select Employee > User Profile. 

In the ‘Holidays and Absences’ section, there will be a new ticked box field titled ‘View Employee Holiday Calculations’.  
 

 
Fig.3 - View Employee Holiday Calculations Setting

If the user ticks this box, then they will be able to view the ‘Employee Holiday Calculations’ page. 

The ‘View Employee Holiday Calculations’ field will be unchecked by default.