To update an employee’s holiday allocation, navigate to the employee’s record from the Employees option on the main menu, then click on the “View/Edit Allocation” button on their dashboard.
The next page will show a list of defined holiday periods for the employee with either a “View” button for a period which has already passed, or a “View/Edit” button for current and future periods. Click on the “View/Edit” button for the year you wish to update.
The Edit Allocation page is then shown. At the top of the page is a breakdown of how the allocation has been calculated (or the value set if the allocation has been set manually).
Beneath that are the base options to set the employee’s allocation:
- Holiday Allocation: This is the allocation the employee would receive if they were full time and worked the entire holiday year. The system uses the employee’s start and leaving date to pro-rata this allocation if required, and then uses the Holiday Percentage value set against the employee’s working hour pattern to calculate the final allocation.
- In-Lieu: This value allows an administrator to make a direct adjustment to the calculated allocation and is not pro-rated.
- Carried Forward: This field contains the current value of any holiday allocation carried forward from the previous year along with the expiry date for the carried over allocation. This value is not pro-rated for the employee, regardless of start date or working hour pattern.
Adjusting the base Holiday Allocation value will allow the system to automatically recalculate the allocation based on the employee’s working time and start/leaving date, while adjusting the in-lieu or Carried Forward values will directly amend the final calculated total.
If required, you may manually set the allocation for an employee by checking the “Override” checkbox at the bottom of the form and entering the manual value for the allocation.
Note: Manually overriding the allocation will mean that any calculated element of the allocation, such as bank holidays, will no longer be part of the allocation total and will need to be treated as manual absences.
Finally, click the “Update” button at the bottom of the form to save the change.