Performing the Holiday Year End in YouManageHR

Each holiday year, there are a few steps that need to be complete as part of the Holiday Year End process within YouManageHR.

This includes the following steps:

1. Creating entitlements for the new holiday year
2. Adding next year’s Bank Holidays
3. Checking Holiday balances
4. Creating Entitlement Adjustments.

1. Creating next year’s entitlements

Prior to the end of the holiday year, we can create the following year’s entitlements. This will then allow employees to book holiday in the new holiday year.

To do this, In Admin Mode

• Navigate to Absence > Entitlement
• Choose the Entitlement Creation Option for each rule (set to This Year and Next Year).
• Click the ‘Create Next Year’s Entitlement’ button

 

2. Adding next year’s bank holidays

Additionally, it is a good idea to add Bank Holidays for the upcoming year to ensure entitlements are calculated correctly for employees booking next year’s holidays.

To do this, In Admin Mode:

• Navigate to Absence > Bank Holidays
• Click on the Bank Holiday Profile Location for example, ‘England’. NOTE: Here you need to click on the actual word to open the Bank Holiday Profile
• Enter a name in the ‘Enter new value here’ box
• Click AM and PM
• Enter the date of the Bank Holiday
• Click the plus icon to add the recor

 

 

 

 

 

 

 

Once complete, scroll to the bottom of the screen and click the back button to return to the Bank Holiday Profiles screen.

 

3. Checking Holiday Balances

It is beneficial to check Holiday Entitlement balances throughout the year to ensure employees are using their holidays to avoid them having to use many days at the end of the year.

The are a couple of ways to do this:

The Entitlement Screen
HR Users or Manager Users can access the Entitlement Screen by navigating to Absence > Entitlement.

Here they can see the Current Year’s allowances for the employees they are responsible for.
Users can also choose to see Previous Year or Next Years entitlements as shown below.

 

 

 

 

 

 

 

Current Entitlement Summary Report

HR Users or Manager Users can also access the Current Entitlement Summary Report by navigating to Reports > Employees.

Find the report in the list or click ALL to view all reports in this section

 

 

 

 

 

 

 

Here they can see the Current Year’s allowances for the employees they are responsible for in the Remaining Column.

It is also possible to automatically send this report to recipients using the schedule tool.

4. Creating entitlement adjustments

There maybe situations where an employee is given an entitlement adjustment for example if they have been allowed to carry over a discretionary amount into the following holiday year. This can be done using the Entitlement Adjustment screen.

Depending on Permissions, this can be done by either the HR user or the Manager.

• Navigate to Absence > Create
• Select the employee who will receive the adjustment
• Choose Entitlement Adjustment as the Absence Type
• Click the Next button
• Complete the information as required.

 

 

 

 

 

 

NOTE: The year of the date needs to be in the same year as next years’ entitlement.

Click the Save button at the bottom of the screen to save the record.

This amount will appear in the Adjustments column on the Entitlements screen and Current Entitlement Summary Report.

 

More information

If you would like to learn more about how YouManageHR can help your organisation please contact us on 0330 223 6180 or via email enquiries@Peoplefirsthr.co.uk . Alternatively, click the button below to request more information and one of our consultants will be in touch shortly.