Navigation:  Covid-19  > Reallocating Holidays accrued Under Furlough

 

Whilst employees were on Furlough they continued to accrue holiday, this was recorded against the dedicated Furlough Site and not their regular sites when employees were full time furloughed. This is because employees only accrue holidays on regular sites if they have been paid against their regular sites. Holiday accruals are shown in the Staff Holiday tab as usual.

 

This section will provide details of how to reallocate holiday days accrued whilst employees were on furlough, using our new Furlough Holiday Accrual Adjustment program. It will also guide you through the process of paying leavers holiday pay to employees who were furloughed.

 

 

Please note, the re-allocation of holiday accruals is only possible where the Company defaults have the ‘Accrual Method’ set to ‘Fixed’ for Days and ‘Actual’ for Money as shown below.

 

 

Reallocation of Holidays Accrued During Furlough

 

The team at CleanLink has added new functionality to move holiday days accrued against the Furlough Site back to employees’ Regular Sites.

The process will look at all pay cycles that have been processed since the Coronavirus Job Retention Scheme was introduced and re-allocate the correct number of accrual days to employee’s Regular Sites. This will vary depending upon the number of periods an employee was flexibly furloughed and worked on their Regular Sites as they will have accrued days against these sites at the time.

 

The Furlough Holiday Accrual Adjustment can be completed multiple times if necessary, but will only modify staff/sites/periods that have not been processed in previous runs. An audit report will be produced each time the process is run which includes details of the changes made during the process.

Monetary values of accruals will not be moved during this process and will remain visible against the Furlough Site, this will be dealt with in the ‘Paying Leavers Holiday’ section of this document.

 

The Furlough Holiday Accrual Adjustment process can be completed by going to:

Staff> J. Furloughed Staff> ‘Holiday Accruals’ button> read the information> press ‘Yes, Proceed’

 

 

The Furlough Holiday Accrual Adjustment report can be found in the Reports folder. It will include the following information:

 

 

1. Site Name – A line for each Site included in the employee’s Holiday tab

 

2. Week No. – Pay cycle week number included in Holiday Accrual Adjustment rebuild process

 

3. Worked this Site? – Did the employee get paid on this Site in this pay cycle week number? If ‘Y’ then no adjustment is necessary for this period as the employee will have accrued holiday on the regular Site they were paid on.

 

4. Original Accrual Days – Number of days accrued on this Site prior to Holiday Accrual Adjustment rebuild being processed

 

5. Amended Accrual Days – Number of days accrued on this Site after Holiday Accrual Adjustment rebuild has been processed

 

6. Amendment Date – Date on which the Holiday Accrual Adjustment rebuild took place

 

7. Amendment Time – Time at which the Holiday Accrual Adjustment rebuild took place

 

8. Amended By – Which user processed the rebuild of Holiday Accrual Adjustment

 

Processing Furloughed Employees Leavers Holiday Pay

 

As is the case when any employee leaves, outstanding holiday pay should be processed and paid as necessary, this is the same for employees who accrued holiday whilst on furlough.

 

The process above reallocated accrued days to employee’s Regular Sites to allow users to continue to process holiday being taken in the rest of the holiday year against employee’s regular sites, however, the monetary value of accrued holidays is only used when an employee is made a leaver.

 

Our team have developed the current ‘Leavers Hols’ functionality to allow users to correctly pay outstanding holiday pay, accrued against the furlough site, to employees when they leave.

 

The user will be presented with an opportunity to check and amend the value of holiday pay to be paid against the furlough site before paying leavers hols – this is because holidays will have been accrued at a value of 80% unless top up pay was entered at the time. Accrued holiday pay should be paid at 100% of the value.

 

Please Note: In order to pay leavers holiday pay for all sites with outstanding holiday values you will need to ensure each Site to be paid is included in the current pay cycle with the ‘Last Time’ flag ticked and ‘Last Date at Site’ entered, this includes the Furlough Site.

 

In the example below the employee usually works on one Site regularly and was furloughed for a time, the employee had returned to work on their regular Site but is now leaving and owed holiday pay on their Regular Site as well as the Furlough Site.

 

Within the Pay Cycle go to:

 

Pay By Staff> choose the Employee> press ‘Select’.

 

The employee appears with only their regular Site showing: