WFM UK: UI Refresh HR: Carrying Over Holidays

Overview

As part of HMRC’s Covid-19 legislation and guidance updates, they announced that, where it was impossible for employees to use their holiday allowance due to covid-19, their employers can allow them to carry over holiday to the next holiday year. This carried-over holiday must be taken within the next two holiday years.

More information about the guidance can be found here.

Global Setting

A Global Setting can be enabled, which will allow carried forward holiday balances to be recorded within an employee’s record.

• To enable the Global Setting, go to HR > Administration > Global Settings > Edit Default Holiday Settings > Holiday Calculations
• Tick the box against Enable carry forward holidays and then Save

Fig.1 - Carry Forward Holiday Global Setting

A new field will then be visible in employees' Holiday screens, which will show the number of days holiday they have carried over from the previous holiday year.

• To view the new field, go to HR > Employees > Employee List > search for and select an Employee
• Select Employee HR Info > Holidays

The new field will show alongside the current holiday information in the bottom-right corner of the screen.

Please note: Casual employees' holidays will display as 'hours' but their carrying over will function in the same way as the 'days' of full-time, part-time, and flexible staff. An employee's Employment Status can be seen on their employment details page. For further information, please see:

• WFM UK: Holidays: Allowance Calculations for Full and Part-Time Employees
• WFM UK: Holidays: Allowance Calculations for Flexible Employees
  

Fig.2 – Days Carried Over on the Employee Holiday page

The 'Days Carried Over' field will not automatically be populated if employees have holidays remaining at the end of the holiday year. Instead, there are several ways in which the data can be added to an employee's holiday entitlement.

• To manually add carried-over holiday days against an employee's holiday allowance, go to HR > Employees > Employee Batch Update
• Use the Employee Attribute drop-down and select Carry Over Holiday

Fig.3 - Employee Batch Update

The search criteria can be used to search for a specific group of employees, by:

• • Location
  • Division
  • Job Title
  • Show Employees – All/Paid by Rota Only/Salaried Only
  • Reports To
  • Surname
  • Employee Number
  • Card Number

Once selected, the carry over days can either be updated in bulk or by individual employee.

• To update the carry over holiday in bulk:
  • Select the Holiday Year (current year or previous year) that the days are to be added to:
  • Selecting Previous Year will add the carry over holiday from the previous year, and add to the current year’s allowance
  • Selecting Current Year will add the carry over holiday from the current year and add to the next year’s allowance
• Enter the Carry Over Holiday Value
• Select Apply

Fig.4 - Bulk update Carry Over Holiday

• To update individual employees, enter the number of Carry Over Holiday into the box beside the employee’s name
• Select Save

Fig.5 – Individual employee update Carry Over Holiday

Batch Update

Using a downloadable template, carry over holiday can be uploaded to populate multiple employee records.

• To upload the carry over holidays for multiple employees, go to HR > Employees > Employee Batch Update > Batch Upload from CSV

Fig.6 – Downloading CSV template for batch upload

• Select Carry Over Holiday from the Upload Type drop-down list
• Select Download CSV Template

The template contains two fields:

• 'Employee Number'

• 'Holiday Value' (number of carry over holiday days)

Fig.7 – Batch upload template

• Once populated, save the file locally
• To upload the carry over holidays, back on the Batch Upload from CSV page select Holiday Year Type
  • Selecting Previous Year will add the carry over holiday from the previous year, and add to the current year’s allowance
  • Selecting Current Year will add the carry over holiday from the current year and add to the next year's allowance
• Select Select A Document and select the recently populated and saved CSV template file
• Choose how the upload should work:
  • Cancel Upload - if a validation error occurs, the upload will stop, and no data will be transferred to employee records
  • Continue With Upload - if a validation error occurs, the upload will continue, and only those rows with errors will not be updated
• Select Upload

If any validation errors occur, they will be detailed in the upload box

Fig.8 - Upload Validation

If any validation errors occur, using the data provided in the validation screen, make the corrections and re-upload.
If amendments are required, use the upload function to override the allowance previously added.

Using Carry Over Holiday

When an employee views their holiday record, they will see two values:

1. 'Days Carried Over'
2. 'Days Allowed' (for the current holiday year)

Fig.9 - Employee holiday allowance

This is so the carry over and current year totals are easily identifiable.

The 'Days Remaining' total will display the total value that the employee has - this is a sum of both 'Days Carried Over' and 'Days Allowed'.

When an employee requests a holiday, the 'Days Allowed' allowance will be used before the 'Carried Over Days', which will allow employees to use the current year’s allowed days prior to their carry over days.

Employee Self Service (ESS)

The carried-over days are included in the 'Remaining' and 'Allowed' sections within the ESS My Holidays screen.

Carried-over days will also be displayed (as shown in Fig.10).

Fig.10 - My Holidays holiday information

Remaining
Days allowed for the current year + carry over days – days taken

Allowed
Days allowed for the current year + Carry over days

Carry Over Holiday Day Rate
When carried-over holiday days are paid, the current holiday day rate will be used.

When an Employee Leaves
When an employee leaves, their final holiday payment will be made using the sum of the days accrued in the current holiday year, plus the days carried over.

Reporting
A new custom report field has been added to the HR Customised Reports functionality.

• To report on carried-over holiday, go to HR > Reports > Customised Reports > Create Template

Fig.11 - HR customised reporting

• Add in the Template Name
• Select a Report Type of Holiday Data
• Select Save

Fig.12 - Holiday Data Customised Report Fields

• Select the data fields that are required for reporting by adding a tick in the Return column
• Select the order in which the fields are returned within the export by adding a sequence number to the Sequence field
• Select any reporting conditions using the available options within the Condition Field
• Select Save
• Select Run Report

Additional Information

• Carry over holiday that is uploaded or entered is not validated upon entry against the remaining days from the previous year. If 7 days are entered, the employee will receive 7 additional days.
• Information regarding remaining holiday can be found using the 'Holiday Data' custom report facility.