At the time of writing (June 2020), Fourth is working on new functionality that will allow employees to carry holiday forward into the next holiday year, based on emergency legislation passed by the UK Government. For businesses whose holiday years are not based on the calendar year (January to December), there is a method in HR Payroll that can be used to carry over holiday in to the next 'year', whenever that might start. This article provides guidance on how to do this.
Please note: the instructions given below must be carried out by an Admin user.
Entering Carried-Over Holidays as Negative Values
Carried-over holidays can be added by creating holiday days with a negative value. This reduces the days taken, therefore adding to the days remaining.
- In an employee’s record, select Employee HR Info > Holidays
Fig.1 - Employee HR Info > Holidays
- Then select Create A Holiday Request
Fig.2 - Create a Holiday Request
- Enter the request From and To dates – these must be past dates, on a submitted rota, after the start of the current holiday year, and then Save
Fig.3 - Requesting a past date holiday
- On the next page, in the Value field(s), prefix the number of days with a minus symbol –
- Tick the Authorise, box(es) and then Save
Fig.4 - Entering negative values and authorising
These negative days will then be displayed as negative days taken, and will be added onto the days remaining.
Fig.5 - Negative vaules and increased 'Days Remaining'
Points to Consider
- The number of days allowed displayed onscreen will not change, only the days taken and days remaining.
- If an employee leaves before taking the carried-over holidays, the final holiday pay will still include these additional days.
- Rotas for the holiday request period must be submitted, as the hours on the rota will be overridden by the holidays.
- Fourth advises running an hours report such as the Employee Hours Worked export for the holiday request period, prior to entering these additional days, to obtain a record of actual hours worked.