WFM UK: HR: Data Uploads: Full Time, Part Time, and Flexible Holiday Upload

Overview

This article gives guidance on the preparation of templates for uploading holidays for full-time, part-time, and flexible employees via a data load. Loading holidays in this way can help to save time as it can be done for multiple employees, all in one go.

This article covers:

• Loading holidays for full-time, part-time, and flexible employees in days
• Loading holidays for full-time and part-time employees in hours

Each data load is chargeable and must be booked in with Fourth's Data Team. Please liaise with your Fourth Contact to arrange to have this done.

The Fourth Customer Community can be used to discuss/raise any queries on this subject.

Holiday Days Upload

The 'Holiday Days Taken' data load template can be used in several ways to achieve different results within the system. Full-time, part-time (hourly/salaried), and flexible employees can have holidays uploaded in days.

Option 1 - Loading a Single Value of Days Taken

The template example in Fig.1 below shows a single value of the 'Days Taken Since Start of Holiday Year'. The first employee has taken 4.5 days of holiday so far.

This would typically be loaded into the system for the first day of the holiday year. Fig.1 shows this as 1st January.

Fig. 1 - Loading holidays as a single value - template example

In the system, (see Fig.2) the uploaded 4.5 days show in the 'Days Taken' total.

Fig.2 - Loading holidays as a single value - system example

Please note: Any open Rotas/Schedules in the system that cover the same 'to be loaded 'date should be submitted to Payroll prior to loading, otherwise uploaded holiday values will override any scheduled shifts and feed into Payroll.

Option 2 - Loading Multiple Values of Days Taken

In the template example in Fig.3, there are holidays with individual dates that have been taken and/or are booked for the future. The ‘Days Taken Since Start of Holiday Year’ column, therefore has a value of '1', as it is loaded as one holiday per pay date. In the ‘Holiday Effective Date’ column, the date each holiday day is taken will need to be inputted. 

Fig.3 - Loading holidays as multiple values - template example

In the system example (see Fig.4), dates that are in the past show in the 'Days Taken' total, and the dates booked for the future fall into the 'Days Booked'.

Fig.4 - Loading holidays as multiple values - system example

Option 3 - Loading a Negative Figure to Carry Over Days

The 'Carry Over Holiday' functionality within the core solution can be used as a self-managed option. For more information have a look here: WFM - Carrying Over Holidays

If preferred, a template can also be used to load negative figures. This can be used for employees who are carrying over holiday from one year to the next.

In the template example (see Fig.5) below, the 'Days Taken Since Start of Holiday Year' column is a negative figure. The 'Holiday Effective Date' column is the date that the holiday is to be loaded for, typically the first day of the holiday year.

Fig.5 - Loading negative figure holidays - template example

In the system example (see Fig.6), the negative value shows in ‘Days Taken’ and therefore the ‘Days Remaining’ value has increased. The ‘Days Allowed’ value does not change as this is calculated by the system.

Fig.6 - Loading negative figure holidays - system example

Holiday Hours Upload

Full-time and part-time (hourly/salaried) employees can have holidays uploaded in hours.

Option 1 - Loading a Positive Figure

In the template example (see Fig.7), a single value of hours taken since the start of the holiday year is entered. 

Fig.7 - Loading positive hours - template example

In the system (see Fig.8), the 3 hours show under the employee holiday record.

Fig.8 - Loading positive hours - system example

Option 2 - Loading a Negative Figure to Carry Over Holiday Hours

The template can also be used to load negative figures for employees carrying over holiday from one year to the next. In Fig.9 (template example), the 'Hours Taken' column needs to be a negative figure and the 'Holiday Effective Date' column is the date that the holiday is to be loaded for.

Fig.9 - Loading negative hours - template example

Key Considerations

• Holiday uploads are used to balance employee holiday records, and not to create holiday requests
• Any open Rotas/Schedules in the system that cover the same 'to be loaded 'date should be submitted to Payroll prior to loading, otherwise uploaded holiday values will override any scheduled shifts and feed into Payroll
• Uploaded holiday days or hours will show up in the employees' holiday records and on Schedules/Rotas for those dates
• Employees and managers should be advised not to delete loaded holiday records
• All holidays will be loaded as authorised holidays. It is not possible to load unauthorised or unpaid holidays - these have to be created manually
• Uploaded values are not expected to feed into any system reports or Payroll if the Rotas have been submitted to Payroll
• Data cannot be uploaded against employees with the status 'former' on their records
• Holiday hours cannot be uploaded if the holiday record already exists on the system with the same effective date
• If a holiday record already exists on the system with the same effective date, loading additional values with the same effective date will not override an existing record - an additional record will be loaded for the same day
• Flexible staff holidays can be loaded in days only

Templates

Templates for uploading holidays in days or hours can be downloaded here: