This help guide will take you through the Public Holiday Types code table management and how it relates to other code tables.

Where an additional public holiday may need to be added mid-year please refer to Recording an additional Public Holiday.

Contents

• Introduction
• Update public holidays
• Connections to other code tables

Introduction

• Public holidays need to be recorded in HR so that when an absence of type ‘Holiday’ is booked for a period which includes a public holiday a decision can be made as to whether the holiday should include the public holiday day in the days to be deducted or whether it should be ignored
• Where public holidays are not included in Holiday Entitlement the system may make an adjustment to an employee's holiday entitlement where they are part time, don't work a standard Monday to Friday, or they work Public Holidays
• Public holidays have Connections to other code tables so please refer to this section for full details

Update public holidays

• The Public Holidays code table is where holiday dates can be recorded on a region by region basis and need to be updated annually
• Go to the following area:
  • Latest menu: Data Management > Code Tables
  • Pre 2025 menu: System > System Administration > Code Tables
• Select the Group Absence and the Public Holiday Types table
• The screen displays the list of Regions that have already been created. Clicking on a Region will display the public holiday dates that have been set up for that Region and there are options to Add new record, enabling individual entries to be made and subsequently saved

• Click on the region for which new public holidays are to be recorded
• Click Bulk Copy and type or select the year you are copying from and the year you are copying to and then click Yes

• The public holiday entries will then be displayed. You can edit any that require changing on an entry by entry basis (eg tweak the dates to ensure they fall on a Monday etc)
• If you permit employees to book holidays in future years it's good practice to add public holidays for the following year so that future bookings are recorded correctly

Connections to other code tables

• Location connects the public holiday region to the employee via their Job and Pay record
• Countries contains the Normal Hours in Day setting which is used to calculate Holiday Entitlement in Hours when public holiday adjustments are needed (see next point).  Linked to Location to connect to an employee
• Holiday Entitlement code table determines whether public holidays are included or excluded from an employee’s leave entitlement:
  • If included, employees must book public holidays as leave
  • If excluded, the system automatically discounts public holidays from leave bookings and will make pro rata adjustments for employees on non-standard hours
• Work Pattern is used to calculate public holiday pro rata adjustments where they are excluded from holiday entitlement
• Terms and conditions links Holiday Entitlement to an employee via Job and Pay and also contains a setting to identify whether an employee works on public holidays
• Please refer to the linked guides for full details on each area