HR

Step-by-step guide

This help guide will take you through the Holiday Year code table management.

• Introduction
• Holiday Years
• To create a Holiday Year
• Holiday Year Starter Dates
• Holiday Year Leaver Dates
• Holiday Entitlement

Introduction

The Holiday Year determines the start and end dates for the period in which employees that are on that holiday year should use their Holiday Entitlement.

Holiday Years

• Go to the following area:
  • Latest menu: My Hub > Data Management > Code Tables
  • Pre 2025 menu: System> System Administration > Code Tables
• From the Group choose Absence and then select Holiday Years
• The screen will display all the existing codes

To create a Holiday Year

• Go to the following area:
  • Latest menu: My Hub > Data Management > Code Tables
  • Pre 2025 menu: System> System Administration > Code Tables
• From the Group choose Absence and then select the Holiday Years table
• Click Insert New Record
• Enter the Code and add a Description and the start and end dates
• The Update Holiday Entitlements button is used for the annual holiday rollover update once  everything is set up so can be disregarded for now
• Click Update

Holiday Year Starter Dates

• Once the Holiday Year has been coded and saved then the tab for Holiday Year Starter Dates will be available to enter data into
• The month number relates to the month of the year ie 1 = January , 2 = February
• The day represents the day in the month from which calculations should take place with respect to the starter entitlement
• Click Add new record to create the entries as required for each month of the year
• Save changes

Holiday Year Leaver Dates

• Once the Holiday Year has been coded and saved then the tab for Holiday Year Leaver Dates will be available to enter data into
• The month number relates to the month of the year ie 1 = January , 2 = February
• The day represents the day in the month from which calculations should take place with respect to the starter entitlement
• Click Add new record to create the entries as required for each month of the year
• Save changes

Holiday Entitlement

Once the Holiday Year is set up it can be linked to a Holiday Entitlement to control the period within which leave is taken and manage holiday rollover year on year.

There is an option to limit the number of days/hours any employee can carry forward during holiday rollover which if selected, will affect all those employees who are on that scheme. Therefore, you may consider creating a Holiday Year for certain groups of employees (i.e. hourly entitlement and day entitlement), so that different carry forward rules can be applied to each.

You can choose to pro rata the carry forward limit so the following examples could be pro rated for individual part timers (assuming a standard 8 hour day):

• Days Holiday Year – limit carry forward to 5 days (pro rata)
• Hourly Holiday Year – limit carry forward to 40 hours (pro rata)

Within the Holiday Entitlement Code Table there is also the option to apply a BF Deadline (brought forward) to set a time limit on how long employees have to take any brought forward holidays. The deadline is calculated from the start of the associated Holiday Year.