Required actions to be completed in advance
- Create work pattern in > Settings > General > Work Patterns
Here is a link to the article explaining how to create and edit work patterns - Create & Edit Work Patterns
Step 1 - Visit the employee profile from the 'People List' section by clicking on their name.
Step 2 - Once you click on the chosen employee's name, you will be taken into their profile and from here you need to go to their Planner.
Step 3 - Once you arrive in the Planner area, the last place you need to go within here, is the 'Settings' in the top right corner, next to the 'Book' option.
Step 4 - Now that you are in the Planner Settings, you can add all of the items needed for setting up holiday entitlement. Here you can apply the following;
work pattern
public holidays template
the holiday year
holiday entitlement (manual or calculate pro-rata)
Step 5. Work Pattern - Once you select a work pattern, you will see some additional fields appear for both 'Contracted Hours' and 'Full Time Hours'.
Contracted hours will auto-populate from the work pattern details with the exception of the 'No Work Pattern' option.
This option is designed for flexible workers with no set working days, this work pattern allows you to manually state the contracted hours rather than it being pulled through from the work pattern it's self.
Once the contracted hours are complete, enter the Full Time Hours (the hours an employee on a full time contract works per week for pro-rata comparison)
Step 6. Public Holiday Template - Once you select a public holiday template, you will see two additional options appear;
Are public holidays included in their given holiday entitlement? - Yes/No
and
Automatically book public holidays that land on a working day? - Yes/No
Answer these questions in line with how this employees entitlement will be managed.
Step 7. Holiday Year - Select the correct holiday year for your company (when do entitlements renew) e.g. January - December or April - March.
7.1 - Once you have selected all of the above items, click 'Next' in the top right corner. This will then present this screen where you can apply the effective date and any comments required.
7.2 - Ensure the 'Effective date' you select is not before the employee 'Start date' in their employment details. Once you click 'Save' you will be returned to the planner screen. You will then need to click back into planner 'Settings' where the 'Holiday Entitlement' field will now be available to manually update or calculate.
Step 8. Holiday Entitlement - Now all of the above information has been updated, you can now enter the holiday entitlement either directly in the 'Amount' field or you can select 'Calculate' to pro-rata using the system.
Step 9. Calculate Holiday Entitlement - Once you click 'Calculate' you will be presented with this screen.
Step 10. Here, you simply need to enter the 'Full Time Entitlement' (what a full time employee's entitlement is at the start of the holiday year). As soon as you click out of the field, the calculation will take place.
You can see the systems calculation breakdown yourself by hovering over the
icon and it will display as so.
When you are done, select 'Use New Entitlement' to save and close.
You have now setup all of the following;
Applied the employee's work pattern and contracted hours
Assigned their public holidays
Set their holiday year for entitlement renewal
Updated/Calculated their holiday entitlement
This employee is now fully set up to start using the system for leave and absence.
Carryover - Any entitlement left remaining in the employee's balance, will be automatically carried over to the following year at the turn of the new holiday year.
Administrators can manually amend an employee entitlement from the employee planner without needing to access the settings. This is done by clicking the 'Edit' icon next to the entitlement at the top left of the employee planner screen.
Once you click the 'Edit' icon, you will be able to manually update the overall entitlement for this employee.
Reasons you may make manual edits include:
- Length of service accruals
- When employees purchase or sell their annual leave days
- When employees accrue TOIL
Next Years Entitlement
To update or amend someones entitlement for the following year, select the year from the dropdown option on the entitlement.
This way you can update the following year with any changes in advance.
Click this link here to see a variety of examples of new starter calculations - https://support.sense.hr/holiday-calculation-examples