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Easter holiday considerations when your holiday year runs April to March

Shirley Bousfield
Updated
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Query

If your holiday year runs from April to March, the Easter bank holidays can affect employee holiday entitlement when they move between March and April.
 

Answer

How Easter affects holiday entitlement depends on whether your entitlement includes public holidays.

  • Public holidays not included
    No action is required. As long as the Easter dates are recorded correctly in the Public holiday types code table, the system will calculate entitlement accurately.
  • Public holidays included
    You will need to manually adjust the entitlement to add or deduct the two Easter public holidays, depending on whether they fall inside or outside the holiday year.

 

How to fix it

Bulk holiday adjustment - public holidays included

  • Go to Holiday & Absence> Absence Admin> Insert Bulk Holiday Adjustment
  • Click on the Subset icon in the top right to select the affected group of employees on the affected holiday entitlement scheme(s)
  • Apply the positive or negative adjustment. Eg:
    • At the start of the holiday year Easter falls in the April, but the following year Easter falls in the March, enter 2 days as the Manual Holiday Adjustment to the affected employees' holiday entitlement
    • If Easter falls in March but the following year falls in April then enter -2 days as the Manual Holiday Adjustment to deduct from the affected employees' holiday entitlement
    • Enter the Manual Adjustment Reason for the change (such as Easter holiday adjustment)
    • Click Preview Bulk Adjustment
Example shows a two day deduction where Easter did not fall in the holiday year
  • The holiday adjustment will be displayed in the Manual Holiday Adjustment column (overwriting any existing figure) and their Holiday Left will be adjusted accordingly
  • Click Update and then Yes to confirm

  • Manual adjustments will be applied and individuals can be checked in Absence Summary
     

Considerations

  • The manual holiday adjustment field is a balance field
    Whatever is entered in the bulk adjustment will become the new balance for each employee, therefore if they already have an adjustment recorded (for example, bought or sold leave), this will be overwritten.

    • Example: If deducting 2 days from an employee with an existing +5 adjustment, their balance becomes -2, not 3. Adjust these employees separately
  • Manual adjustments are not pro‑rated
    You may need to apply adjustments in batches based on FTE or work pattern, or amend them individually
  • If you have large numbers of pro‑rated employees
    You may prefer to use some service hours for assistance on updating your system.  In this case please submit a request to obtain a quote for additional services
     

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