Holiday Troubleshooting |
  
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Holiday Troubleshooting |
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There are 3 ways to calculate the amount to pay:
1.Daily Rate (which you must maintain) normally for Fixed Rate Pay.
2.Last 12 weeks / 3 months average. ‘Staff > Average Pay’ button.
3.Accrued amount.
2. How Accruals are Calculated
Calculation of Days is relevant to all three methods of payment, but the money amount is only relevant to ‘3. Accrued amount’.
As an example for the ‘Accrued amount’ - take an employee with a 5 day a week job, entitled to 28 days holiday a year which includes Bank Holidays. Paid every two weeks
An employee earns £200 in a 2 week cycle. Therefore daily rate is £200 divided by 10 (days worked) = £20. Multiply £20 by 1.0769 days accrued per cycle (28 days divided by 26 cycles) = £21.54 amount accrued per cycle.
All Holiday Pay should be accrued over 52 weeks, so in Setups> 11. Pay Cycles> Pay Items the ‘HOL’ and ‘BHOL’ Pay Item code should also be ticked for 'Use to calculate Holiday Pay'
For Monthly Paid Employees - An average of 4.33 weeks worked each month. So if the site is worked 5 days a week they will accrue 2.3333 days per cycle.
An employee earning £100 a week on a monthly cycle earns on average £433.33 per month. The amount of holiday pay accrued is:
100 divided by 5 x 2.3333 = £46.666 per cycle.
3. Clearing Holidays (EOY Holiday Clear-down)
The Holiday Clear Down process must be completed once all pay periods included in the holiday year to be cleared have been completed and paid to history. Where a pay period straddles two holiday years it is also necessary to rebuild the days taken after clearing down to ensure any days in the new holiday year are counted.
Go to Main Menu > Pay > E. Year End and Updates > 5. Clear Holidays which can be used to clear b/fwd or to COMPLETELY CLEAR ALL holiday accruals (to start again). You will need to carry out this process once all pay periods in the holiday year have been completed.
The setups, days per year, work Bank Holidays etc. are held, but all accruals and days taken are cleared as in the example below.
To rebuild the days taken go to Setups > AA. Advanced > X. Import/Amend Data > G. Rebuild Holidays. At this stage it should only be necessary to rebuild the Days taken as if the process is run after the first period that straddles two holiday years the accruals will form part of the previous year.
The system will now count up the days taken in the current holiday year and update the figure as appropriate in the staff record.
4. Adjusting Staff Accrued Holiday Amounts
From the Staff Tab> Holidays> Setup tab and on the bottom table ‘Accrual for Individual Sites’ on EACH Site that requires adjusting press the ‘Override’ button and adjust as necessary.
5. Accrued Holidays 'Don't Look Right'
Check the individual accruals from Staff Tab> Holidays tab go to the table of sites at the bottom. On each site, press ‘History’ for a cycle-by-cycle breakdown log.
If necessary you can change the accrued/taken amounts by pressing the ‘Override’ button.
If staff work on numerous sites for just an hour or two it is going to be unwieldy to use individual site holiday pay. You will have to do it manually. We suggest you set up an additional Site ‘Holidays’ as this keeps all holidays in one place, then through the Staff Holiday Log, pay the days and amount required against this Site. Here you can monitor amounts and days paid. Use the Employee Default to store the number of days due etc. as there will not be a Regular Site.
In addition to showing holidays taken since a date this report also lists all future holidays entered into the system. If Bank Holidays are not included in the days taken, select ‘All Absences’. For a list of all staff holidays booked in the future go to Pay> Pay Reports> N. Staff Holiday Report.
The Bradford Factor Report has been added to the Pay Reports menu. This report scans all staff calculating the Bradford Factor based on the last 12 months absence. The sick absence is taken from the SSP history; other absences are taken from the holiday/absence log. The absences to be included are set up via Setups> 18. PAYE, NI & Staff Setups> Absence Types.
