How do I create holiday entitlement?

What is holiday entitlement?

Holiday entitlement, also known as vacation leave or annual leave, refers to the amount of time off work that employees are legally or contractually allowed to take while still receiving their normal pay.

 

Holiday Entitlement for a particular attendance category should be applied as necessary to employee records. This can be done on an individual basis or via import. 

 

Entitlements can be refreshed for a new year using the Tools> Holiday Entitlements> Manage Employee Entitlements window.

 

About the Holiday Entitlement window

Within the Holiday Entitlements window, you can perform the following:

1. Calculate the Allowance for a given Attendance Category and Year.
2. Filter the records to display a specific employee or column details.
3. Assign a scheme to an employee.
4. Update the employee's Contractual Full Time entitlement.
5. Make an adjustment to the employee's entitlement.

  Note:

Pro rata entitlement and bank holiday adjustment values will be calculated from the full time contractual entitlement, for all employees whether there is a scheme specified on their entitlement record or not.

  Note:

The employees in the record list are filtered by your current navigation selection. The list of employees for each record list will be those who have an entitlement to the selected attendance category as at the end of the preceding year.

 

Task	Link
Attendance Category	Select the desired Attendance Category in which to base the Holiday Entitlements. For more information about Absence Categories, see How Do I Add Absence Categories to the Lookup Table?
Year beginning	Enter the start date in which the next year of holiday entitlement begins.
Exclude BFWD(s)	Select this check box if you wish to exclude any entitlement days that should be brought forward from the previous year. You may wish to do this if you are creating new year entitlements in advance and bookings for the current year are not yet complete.

 

  Important

The new year entitlements can be reviewed again once the current year is complete.

 

Task	Link
Calculate Allowance button	Click this button to generate the list of Holiday Entitlement records.
Filter	Click on a column in order to filter to the desired data for viewing.
Entitlement records pane	Within this pane you can update a scheme, or override a BFWD value, apply an adjustment or filter by employee.

 

  Important

You can apply a scheme to multiple records at once by using Shift or Ctl and clicking to select multiple rows and then right-clicking to select a scheme or view details.

 

How are holiday entitlements calculated?

Within your organisation, there may be different terms and conditions between groups of employees for annual leave. Therefore, you may need to have multiple holiday entitlement schemes to establish full time entitlement. A particular scheme can then be applied to an individual employee.

 

  Note:

Although the starting point of an entitlement is the full time, full year entitlement for all employees, a pro rata calculation may then be applied to this full entitlement for part time employees and starters and leavers within an entitlement period.

 

The Work Pattern to Calculate Duration option in the Attendance Category determines whether calculations are made is days or hours. For more information about Attendance Categories, see How Do I Add Absence Categories to the Lookup Table?  Holiday Entitlement for a particular attendance category should be applied as necessary to employee records. This can be done on an individual basis or via import. 

 

When the employee does not work a full time number of days or hours, the allowance will need to be reduced. To work out the part time factor, the number of work days in the period of the allowance will be counted, and then divided by the number of full time work days.

 

Within your organisation, there may be different terms and conditions between groups of employees for annual leave. Therefore, you may need to have multiple holiday entitlement schemes to establish full time entitlement. A particular scheme can then be applied to an individual employee.

 

  Note:

Although the starting point of an entitlement is the full time, full year entitlement for all employees, a pro rata calculation may then be applied to this full entitlement for part time employees and starters and leavers within an entitlement period.

 

To create holiday entitlement

1. Create the Attendance Categories. For more information, see How Do I Add Absence Categories to the Lookup Table? 
2. Create the Holiday Entitlement Scheme. For more information, seeHow Do I Create Holiday Entitlement Schemes?
3. Assign the employee the Holiday Entitlement. For more information, see How Do I Record Absence Entitlements for Individual Employees? 
4. Create the Holiday Entitlements for the next year in bulk. For more information, see How Do I Generate Holiday Entitlement Records for a New Year?
5. Update the next year Holiday Entitlements where necessary. For more information, see the Entitlement records pane in About Generating Holiday Entitlement for a New Year.