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Holiday year update and carry forward

Shirley Bousfield
Updated
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This guide will show you how to update holiday years to rollover balances and control holidays brought forward

There are lots of considerations as part of this process so for a full end-to-end process guide and videos please refer to the Holiday Rollover Toolkit in Ciphr Academy.

 

Contents

 

Introduction

  • The holiday year needs to be updated on an annual basis to reflect the year that is currently being used
  • Employee holiday entitlements also need to be updated to reflect the correct amount of leave available to them for that holiday year

Note:  Before you attempt to update the holiday year and entitlements you should:

  • Ensure that all holiday verifications for the current holiday year have been actioned as this will affect the carry forward of leave
  • Run the Holiday Left Report so you have a record of holiday balances before the rollover to ensure that the carry forward has been carried out correctly
  • If you plan to limit the number of holidays that can be carried forward and will pro rata this amount, then Export the Pro Rata Holiday Calculations so you can check calculations after the update
  • This process would normally be carried out by your System Administrator. Access to the relevant code tables is required in order to carry out this operation

 

Update the holiday year

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Code Tables
    • Pre-2025 (top) menu: System > System Administration > Code Tables
  • Select the Group Absence and the Holiday Years table

  • From the list of years presented (you may only have one) click on the year that you want to update
  • Ensure you are on the Holiday Year tab and then change the start date to reflect the new holiday year.  The Year End date will update accordingly, then click Update then Edit to return to the Holiday Year tab

Note: It is important to ensure the year dates have been saved, which will also update any BF Deadline in associated Holiday Entitlements (if populated), before starting the rollover.

 

To update holiday entitlements to carry forward

  • Having updated and saved the holiday year you now need to return to the Holiday Year tab and then click Update Holiday Entitlements
  • You’ll be offered 3 options as to how you want to manage unused holiday:
    • Do not carry forward any remaining holiday entitlement – no unused holiday will be carried forward to the new holiday year
    • Carry forward any remaining holiday entitlement – all unused holiday will be carried forward to the new holiday year
    • Limit holidays brought forward to days/hours – you can determine the maximum holiday that can be carried forward. There is an option to pro rata this amount, and if you enable this slider, the calculation will vary depending on whether an individual is on a Days or Hours Holiday Entitlement type

Note: To view pro rata calculations and export a list go to Pro Rata Holiday Calculations/Entitlement. The Pro-rata notes recommend exporting the list BEFORE the Holiday Year update, as the figures will be updated to the new year as part of the holiday rollover process so you will not be able to run it retrospectively.


The Pro Rata calculation System Configuration settings will affect the Pro Rata Carry Forward Limit so it is recommended to check these before applying any updates.

  • Select the Update Holiday Entitlements option that applies and click OK
  • This process is irreversible, to confirm the update and continue click Yes

Notes: 

  • It is worth running the Holiday Left Report again after the rollover so you can check that all the entitlements, including any brought forward holidays (Holiday BF), are as you would expect.
  • If you have set a deadline for using carried forward leave you may wish to add the BF Deadline and BF to Action fields (from the Personal Details table) to a report to check they have applied correctly.
  • If you wish to apply pro rata calculations to holiday entitlements after the rollover this will need to be done manually (even when automatic pro rating is enabled) via:
    • Pro Rata Holiday Calculations/Entitlement page - recommended so you can check balances first
    • Refresh Balances in the associated Holiday Entitlement code table
Tip: If balances have not updated as expected (such as service adjustments), use the Refresh Balances button in the associated Holiday Entitlement code table to reapply.

Remember a Holiday Rollover Toolkit is available on Ciphr Academy so please refer to this for full guidance.

 

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