Where public holidays (PH) are not included in the Holiday Entitlement (for example, a basic 20-day entitlement), the system calculates a pro rata adjustment based on the employee's work pattern. This applies where:

• WDF/FTE is not 1
• The employee doesn't work Monday-Friday
• The employee works public holidays

Any absence spanning a public holiday will not include that day or those hours.

How the calculation works:

The system calculates across the holiday year (period), broken down by Job and Pay record where there have been changes, and averaged. For Hours-based entitlement, it uses the Normal Hours in Day value from the Countries code table (linked to the employee via their Location). Where this isn't populated, a default (for example, 7.5 hours) set during implementation is used.

The Works on Public Holidays? setting in Terms and Conditions affects the adjustment as follows:

• True - PH adjustment is applied even if the employee is full time (WDF/FTE = 1), to compensate for worked PHs and any PHs that fall on non-working days
• False - PH adjustment compensates for PHs on non-working days, minus any PHs falling on working days (as those aren't worked)

Limitations of this approach:

• The system can't calculate an accurate PH adjustment for rotating or CIPHRFLEXI shift patterns where working days vary each week
• PH deductions may be inaccurate where an employee's daily hours differ from the Normal Hours in Day value
• Employees cannot book absence on a public holiday where PH are excluded from the scheme. This makes it unsuitable for employees who work public holidays, as they may want to book holiday over a PH or record other absence such as sickness. Employees who work public holidays must be on a scheme with Includes public holidays? enabled
• Recording absence over a PH will show a message like the one below where PH are not included in the Holiday Entitlement
   

Where the limitations above may apply, include public holidays in the Holiday Entitlement total (for example, 28 days overall). Pro rata calculations apply to the whole amount, so no separate PH adjustment is needed.

Any absence spanning a public holiday will include it. Hours-based schemes that include PH are most accurate for complex and CIPHRFLEXI work patterns, as the specific shift hours are deducted when absence is recorded.

Limitations of this approach:

• Where a PH falls on a working day and isn't worked, it must be manually entered - by the employee, manager, or HR in bulk using the Bulk Absence tool.

• Any absence spanning a PH WILL include them and a message like the one below will be displayed when recording one

• Entitlement may need amending where there are additional PHs in a year (for example, bank holidays for national events)

• Hours schemes including PH are most accurate for more complex/FLEXI work patterns as the specific hours for each particular shift will be deducted when absence is recorded

• The next key does not link to configuration but controls whether to display the Pro-rata adjustment on the employee’s Book & View Time Off/Absence Calendar pages (if there is an adjustment)

• There is one more key that is in the General group and relates to the Work Days Factor calculation for Days Holiday Entitlement

Some rows in the list may have a colour if the following applies:

Where a + icon appears to the left of a record, the employee has had Job and Pay changes during the year. Click + to expand and view the breakdown; click - to collapse 

• A red × icon to the right of non-excluded records lets you manually exclude individual records. The row turns pink and the icon changes to a green +. Click + to include the record again

• Before updating records, export the data to review calculations in detail.
• Click Pro Rata Export to download the spreadsheet
• Open the file and click Enable Editing so all calculations display correctly

• The spreadsheet has three tabs:

Header Summary 

• This contains Pivot Table fields to summarise key data
  • The third column shows the Average FTE/WDF Through Year used to calculate pro rata holiday entitlement
  • Where someone has multiple Job and Pay records during the Holiday Year then this figure will be an average across the records, otherwise it will be the current FTE/WDF if this has not changed during the year

• The figure shown will vary depending on whether an individual is on a Days or Hours Holiday Entitlement type
• You can compare this against the respective column on screen

⚠ Important: The Average FTE/WDF Through Year is also used to calculate a pro ratacarried forward holiday limit, if you choose to permit this during holiday rollover. Therefore it’s essential to export the pro rata calculations before running the holiday rollover so you can check calculations, 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 For more information on Holiday Entitlement and Holiday Years please see the related guides. There is also a Holiday Rollover Toolkit available to walk you through the whole process

Details Summary

• This shows the expanded information relating to the pro rata holiday entitlement
• For the more experienced Excel user, you can view formulae in the various columns in this worksheet to check calculations

Calculations

• Explains the calculations behind the figures as shown

• Go to Holidays & Absence > Absence Administration > Pro Rata Holiday Calculations
• Once you are happy with the list of people to be included, click Update
• You will be prompted to confirm that you wish to continue – click Continue
• The relevant employee records will be updated and a summary listing of those records displayed on screen

• An Excluded records Tab shows anyone who was excluded with a cross in a column for the reason why

• The new holiday entitlement for the selected employees can be viewed via Holidays & Absence > Absence Summary

• Lucy works Monday to Wednesday (0.5 FTE – 19 hours per week) as follows:
  • Monday 09:00–17:00 (half hour break) – 7.5 hours
  • Tuesday 09:00–17:00 (half hour break) – 7.5 hours
  • Wednesday 09:00–13:00 (no break) – 4 hours
• Lucy is on an Hours based Holiday Entitlement (HE) to ensure the correct amount of hours are recorded per absence, as her Wednesday hours differ to the other days

• Brian works Tuesday–Saturday (1 WDF) and is on a Days based HE

Assan works a 4-day rotating shift pattern over 8 weeks, 8 hours per shift, averaging 28 hours per week (0.75 FTE)
Assan is on an Hours based HE so holidays are calculated by FTE