WFM UK: Moving Employees from Flexible to Casual Employment Status

Overview

This article outlines the process of changing an employee's employment status from flexible to casual. It also lists things to consider before making such a change, and an example of how the changes will be displayed.

For guidance on changing employment status the other way (from casual to flexible), please see this article.

Global Setting

To be able to change an employee's status from flexible to casual, a Global Setting needs to be applied.

• Go to HR > Administration > Global Settings > Edit Default Holiday Settings > Holiday Calculations (top-right corner)
• Scroll down to 'Irregular and Part Year Workers', tick the box against Enable Casual Employment Type and then Save

Fig.1 - 'Enable Casual Employment Type' Global Setting

Steps to Follow

Step 1

• Run the Holiday Year to Date report to confirm the 'days accrued' and 'taken to' date.
• Go to HR > Reports > View Reports > Holidays > Holiday Year To Date
• Set the Report Output Format as Text File (Download *.csv)
• Select the Location and Division that the employee belongs to
• Enter today's date in the Select Holiday Date field
• Then select Run Report

Step 2

Calculate the days accrued minus the days taken for the employee to confirm how many days are to be carried over.

• This is done by multiplying the number of days by the FTE values in the job title. For example, 40 hours over 5 days FTE would be 8 hours per day, so if the employee had 3 days accrued to be carried over, this would be 24 hours
• Convert these into hours and enter them into the upload template, ready to be uploaded - for guidance, please see this article (which includes instructions for enabling 'carry over' holidays, which must be done)

The actual carrying over of holiday days is done after changing the employment status

Step 3

Run the Holiday Status Report to confirm which employees have holiday booked during the week of change and after that date.

• Go to HR > Reports > View Reports > Holidays > Holiday Status
• Set the Report Output Format as Text File (Download *.csv)
• Enter Location, Division and Date Range as required and then Run Report

Any future holiday already booked in days for after the employment type change needs to be deleted and rebooked in hours once the employment type change has been completed - see 'Step 6' 

Future holidays must be manually re-added, as it is best practice for them to feed into Payroll as expected. 

Step 4

Change employees’ Employment Status from flexible to casual

• Go to HR > Employees > Employee List > search for and select the employee
• Use the employee side menu and go to HR > Employee Info > Employment Details
• Change the Employment Status from Flexible to Casual, scroll down, and Save

Fig.2 - Changing an employee's Employment Status to 'Casual

• Select OK on the following message

Fig.3 - Warning message

• You will then be prompted to select an effective date (Fourth recommend that this is the current date) and Save

If there is a large number of employees that the employment type change needs to be applied to, this can be booked with the Fourth team to be done as a chargeable upload. Please contact Fourth's Customer Care Team or your Customer Success Manager for details.

Step 5

If the accrued holidays have not been paid out before the employment type change, these will need to be loaded as 'carried-over' holidays (see 'Step 2').

Step 6

Delete and rebook any future holidays in hours. Pay particular attention to holidays booked for the week that change takes place (the 'effective date' from 'Step 4') as these will need to be rebooked and authorised before rotas are submitted. For guidance, please see WFM UK: Holidays: Managing Your Team's Holiday Requests

Things to Consider

- Casual holiday is only accrued, taken and paid in hours, not days.

- All holiday figures (allowance, accrued days, days taken, etc) will change to 0 when changing from flexible to casual.

- For employees on maternity and/or long-term sick leave, prior employment average days and hours need to be provided to Fourth. These will need to be added in the casual employment type database by the development team to ensure the casual holiday accruals are accurate. Please submit a request to Fourth's support team to have this done.

- Casual holidays will not reset to 0 at the start of the new holiday year. If this is required, the below Global Setting needs to be enabled:

• Go to HR > Administration > Global Settings > Edit Default Holiday Settings > Holiday Calculations > Reset Casual Holiday Allowances Annually

There is an option to use 'rolled up' holiday pay instead of these being booked and taken as usual. 

To enable Rolled-Up Holiday Pay:

• Go to HR > Administration > Global Settings > Edit Default Holiday Settings > Holiday Calculations (top-right corner)
• Scroll down to 'Irregular and Part Year Workers', tick the box against Enable Rolled Up Holiday Pay for Casual Employees and then Save

Fig.4 - Enabling 'rolled up' holiday pay for casual employees

Example
Please see the example below of a flexible employee. They have already taken 3 days of holiday and have 4 days booked.

Once the employment status has changed to casual, the holiday screen will also change. The information in the right hand side will be displayed in hours, and will have all cleared to 0. Please see image below.

Hours that the employees have already accrued will be uploaded as a carried over value, as below. This value will be displayed in Hours Carried Over, and therefore be added to the Hours Remaining, allowing employees to book and take these hours.

The future holidays have also been deleted and rebooked in hours (as per the instructions in this article).

More information on Casual Holiday:
April 1st 2024, Release Note: WFM UK | UK HR & Payroll: Casual Holiday for Part-Year and Irregular Workers