Performing the Holiday Year End in People Inc. HR

People Inc. provides comprehensive functionality to help organisations assign employees absence allowances such as Holiday Entitlements. Allowances are calculated based on Absence Rules and information recorded on the employees record such as their start date and Full Time Equivalent.

Each year, Allowances need to be ‘processed’ so that the system can calculate the entitlement for the following year including any carryover or increases based on the employee’s length of service.

People Inc. provides wizards to make the Absence Year end process as simple as possible. There are also other settings that can be updated within the system to ensure the new absence year entitlements are calculated correctly.

The process for performing the Absence Year end is typically as follows:

1. Creating allowances for the new absence year

2. Preparing for the Absence Year End

a. Updating Bank Holidays
b. Checking Carryover rules
c. Creating Discretionary Carry Over records.
d. Booking company shutdowns for the new year

3. Closing the previous absence Year.

 

1. Creating next year’s entitlements

Often employees like to book holidays in the following holiday year. To do this they need a Holiday Allowance assigned to them for the year.

People Inc. has a Recreate Absence Allowance wizard that is designed to make this process very easy to carryout.

This process can be run at any time even in the current absence year. This is useful especially for Employee Self Service users as it enables employees to begin booking holidays for the next holiday year in advance.

The Recreate Absence Allowance wizard recreates any existing absence allowances identified on the employees record for the current year whilst also providing an option to assign a new allowance to an employee (which is useful when migrating an employee from one absence rule to another).

The Wizard can be used to recalculate the entitlements for the new year based on the Absence Rules configured within People Inc. This can include:

• Basic entitlement for the new year
• Increase entitlement based on length of service (if required)
• Carry Over of unused days from previous year
• Time off in Lieu for the new year
• Employee Birthday Allowance

The wizard is easy to use and will guide them through the process step by step.

The new Absence Allowance record is display when the employees Absence Allowance screen is refreshed (this is also automatically done each evening).

 

2. Preparing for the Absence Year End

Towards the end of the holiday year there are some steps that need to be taken to prepare for the next Absence Year.

Updating Bank Holidays

Bank holidays for the new year need to be recorded in the system.

NOTE: This needs to be done for each different company (even if these are the same).

Any Absence rules that have been configured to include bank holidays, will calculate the entitlement so that Bank Holidays are not also taken from the employees allowance.

 

Checking Carryover rules

Absence Rules within People Inc. can be configured to allow employees to carry over a maximum number of days of their unused entitlements into the following year.

An expiry period can also be defined to ensure employees use up any carryover within the set number of weeks allocated.

 

Identifying Additional Carry over

Whilst it is possible to configure Carry Over rules within the Absence Rule, you may wish to override the rule and give an employee a discretionary amount for their next year’s allowance.

To do this it is advisable to run a Holiday Allowances Report that shows the day remaining for each employee for the current holiday year. A number of reports are available within People Inc or via the Report Browser to generate this information for you.

NOTE: This can also be run at any time during the year to check if employees are using their holidays throughout the year rather than needing to use many days at the end of the holiday year.

To give an employee an additional amount to their next year’s allowance, we simply create an Additional Leave Record which can be found under the Absence Allowance screen.

• Click on the Additional Leave screen
• Click the new record button on the tool bar
• Enter in information as required (the year of the Date must be the same year as the next allowance year.
• Save the record.
• Click on the Absence Allowances screen and press the Modify and Save button to display the additional leave record and recalculate the new Remaining Amount.

Booking Company Shutdowns for the new holiday year

Some companies have shutdown periods where groups or all employees are required to take holidays on the same dates. These are different to Bank Holidays as typically these shutdowns come out of the employee’s allowances.

The Group Absence Book Wizard is used to perform this action to save from having to manually add a record to each employees Absence History. This can be done at any time during the year.

Different Groups can be selected based on the filters assigned to the Employee screen. Additional filters can be created to select specific employees for example by Department or for all Active employees.

NOTE: It is important to ensure that the chosen filter only includes employees with the selected absence rule to avoid absence rules to be assigned to the wrong employees.

Once this wizard is complete, a new record will be added to all the selected employees Absence History and their Absence Allowance will be updated accordingly.

 

3. Closing the Previous Years Allowances

The final step in the Absence Year End Process is to close the previous year. This is usually done within the first few weeks of the new Allowance Year.

Closing the previous absence Year, recalculates the subsequent years allowances whilst calculating additional elements such as length of service and carry over allowed and Carry over lost.

NOTE: For Self Service Users, it is important that all holiday bookings in the previous year have been approved before running the Close Absence Allowance Wizard.

The Close Absence Allowance Wizard has been designed to allow users to specify one or more absence allowances for a selection of employees to make it possible to close these in one simple process. As part of this process the wizard will calculate any carryover information and close off the selected records, so they cannot be recalculated. This is to ensure that when the allowances are assigned for the new absence year everything is calculated correctly.

Running the Close Absence Allowance wizard explains the pre-requisites and users must tick the box to confirm they have done all the steps required before proceeding.

The wizard will process each record and any issues will be flagged on the Status screen. An action list item is also recorded against the record.

 

More information

If you would like to learn more about how People Inc. HR 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.