Overview
This article describes the process and steps needed to change the Holiday Year End Date within the portal. This change can be complex and should be fully planned before being carried out. Employees may need to be briefed on potential changes to their allowances to prevent any confusion.
The simplest way to change the Holiday year is to create an extended Holiday year. Shown below are a few examples of changes that could be made and the best time the change should be made for each one. Changes to the system should not be made until after the date on which the New Holiday year will begin.
If changing to a Holiday Year end date of 30st November, changes should not be made to the system until 1st December (green area in the diagram).
Process
Calculate Extended Holiday Entitlement
In all cases, Holiday accrued will need to be calculated for each employee for the period preceding the New Holiday year (Calculated Accrual shown above in yellow - Fig.1). This is then added to the New Holiday Year.
This is done by running the Holiday Year to Date Report and entering the date as the last day before the start of the new Holiday Year
For example:
Scenario 1
Holiday accrued and taken needs to be calculated for 1st – 31st January 2016
Scenario 2
Holiday Accrued and taken from 1st Jan – 30th Nov 2016 needs to be calculated.
This is done by running the Holiday Year to Date Report for 30th Nov 2016.
To run the Holiday Year to Date Report:
In both scenarios, days accrued need to be added to allowance for next year and days taken need to be deducted.
Add Days Earned and Taken for Calculated Accrual Period
The next stage of the process is to add the number of days accrued in the calculated accrual period and deduct the days taken in the same period. This can be done at any time where the old and new Holiday years overlap (shown above in light blue - Fig.1).
The Fourth Development Team are able to upload these Holiday records into the employee’s HR record on a specific day.
Please ensure that the Rotas for this week have been closed to avoid current week shifts being overwritten. It is recommended that the upload should be booked for after the second week of the new holiday year.
Your Fourth Customer Success Manager/Project Manager can provide a standard template that the Fourth Development Team will use to upload this information.
Holiday Year Change
The next stage of the process is to update the Holiday Year setting to reflect the new Holiday Year.
Changing this setting will have an immediate effect and will change all employees' Holiday allowances to be based on the new Holiday Year.
To change this setting:
Please Note: The rotas for the period being loaded should be submitted to Payroll before loading the Holiday, else the Holiday load will knock out the shifts planned on that day and turn them to Holiday. The load will turn the shift to Holiday anyway, but the hours will have gone through to Payroll before then. So reporting may need to be run and saved after the Rota is submitted to Payroll as a backup.
Things to Consider
This article describes the process and steps needed to change the Holiday Year End Date within the portal. This change can be complex and should be fully planned before being carried out. Employees may need to be briefed on potential changes to their allowances to prevent any confusion.
The simplest way to change the Holiday year is to create an extended Holiday year. Shown below are a few examples of changes that could be made and the best time the change should be made for each one. Changes to the system should not be made until after the date on which the New Holiday year will begin.
If changing to a Holiday Year end date of 30st November, changes should not be made to the system until 1st December (green area in the diagram).
Fig.1 - When to change a holiday year
Process
Calculate Extended Holiday Entitlement
In all cases, Holiday accrued will need to be calculated for each employee for the period preceding the New Holiday year (Calculated Accrual shown above in yellow - Fig.1). This is then added to the New Holiday Year.
This is done by running the Holiday Year to Date Report and entering the date as the last day before the start of the new Holiday Year
For example:
Scenario 1
Current Holiday Year End date: 31st December Jan - Dec
Proposed Year end date: 31st January Feb – Jan
The difference is 1 month.
Proposed Year end date: 31st January Feb – Jan
The difference is 1 month.
Holiday accrued and taken needs to be calculated for 1st – 31st January 2016
- To do so, run the Holiday Year to Date Report for 31st Jan 2016
Scenario 2
Current Holiday year end date: 31st December Jan – Dec
Proposed Year end: 30th Nov Jan – Nov 2017
Full year + 11 months
Proposed Year end: 30th Nov Jan – Nov 2017
Full year + 11 months
Holiday Accrued and taken from 1st Jan – 30th Nov 2016 needs to be calculated.
This is done by running the Holiday Year to Date Report for 30th Nov 2016.
To run the Holiday Year to Date Report:
- Go to HR > Reports > Holiday – Year To Date > Select ‘Text File’ > Select Current Date > Run
- Enter Holiday Accrued and Taken into the employee’s record to ensure their Holiday entitlement is correct
In both scenarios, days accrued need to be added to allowance for next year and days taken need to be deducted.
Fig.2 - Running the Holiday Year to Date report
Add Days Earned and Taken for Calculated Accrual Period
The next stage of the process is to add the number of days accrued in the calculated accrual period and deduct the days taken in the same period. This can be done at any time where the old and new Holiday years overlap (shown above in light blue - Fig.1).
The Fourth Development Team are able to upload these Holiday records into the employee’s HR record on a specific day.
- Complete the Data Load spreadsheet (Holiday Days Upload) and send to the company's CSM
- Days accrued and days taken should be loaded as separate values on consecutive days. Recommended best dates to use for these Holiday records are the first and second dates of the new Holiday Year. This ensures that employees have visibility of the changes that have been made
Please ensure that the Rotas for this week have been closed to avoid current week shifts being overwritten. It is recommended that the upload should be booked for after the second week of the new holiday year.
Your Fourth Customer Success Manager/Project Manager can provide a standard template that the Fourth Development Team will use to upload this information.
Fig.3 – Employee record
Holiday Year Change
The next stage of the process is to update the Holiday Year setting to reflect the new Holiday Year.
Changing this setting will have an immediate effect and will change all employees' Holiday allowances to be based on the new Holiday Year.
To change this setting:
- Go to HR > Administration > Global Settings > Edit Default Holiday > Holiday Year End > Edit Holiday Year End
Fig 4- Edit Holiday Year End
If a Location’s Holiday year has been manually changed in the past, changing the Global Setting will not affect the location. If in any doubt, check the Holiday Year End of all Locations to ensure they have updated.
- Company Admin > Locations> Select location > Holiday Year End
Please Note: The rotas for the period being loaded should be submitted to Payroll before loading the Holiday, else the Holiday load will knock out the shifts planned on that day and turn them to Holiday. The load will turn the shift to Holiday anyway, but the hours will have gone through to Payroll before then. So reporting may need to be run and saved after the Rota is submitted to Payroll as a backup.
Things to Consider
- If an employee is on a Flexible Employment status and they begin to work considerably more or less than previously, their allowance would only increase/decrease for the new 12 month holiday year. Days loaded for the period prior will not fluctuate
- Employees will need to be advised on where to find their true holiday allowance to prevent any confusion
- No changes will need to be made at the end of the new Holiday year as allowances will reset, and all days taken before the beginning of the new Holiday year will be classed as ‘Last Year’ and no longer considered
- Rotas should not be rolled back after the upload has been done
- The data load is chargeable
- This process can be done manually by overriding the employee’s Holiday allowance, however this will need to be changed back the following Holiday year
Comments
0 comments
Please sign in to leave a comment.