Employee missing from pro rata holiday calculations

Query

"Employee is missing from pro rata calculations"

"Can't find employee in pro rata holiday calculations"

"Can't run employee pro rata adjustment"

If an employee is not listed within Holidays & Absence > Absence Administration > Pro Rata Holiday Calculations you should check the following:

Subset - check the criteria to ensure they aren't inadvertnetly excluded. If they are a future starter ensure your subset is not set to 'current' employees
Employment dates - ensure Personal Details and Job and Pay match
Terms and Conditions - check the employee is on T&C's that include employees in pro rata calculations

Go to Holidays & Absence > Absence Administration > Pro Rata Holiday Calculations
Click Select person subset
Click Reset and then drag in the relevant standard set. Use All staff if the person is a future starter or leaver

Go to Personal > Personal Details
Select Employment Details tab > make a note of the Start Date as this must match or be earlier than the first Job and Pay From date

Go to Job, Pay & Reward > Job and Pay
In the summary grid check the earliest From date at the bottom of the list
Ensure that the From date in this first record is the same or later than the Start Date from the employee’s Personal Details record
Dates between records should run concurrently so look out for any gaps between To and From dates as this can cause holiday calculation issues if appearing within the current holiday year dates
Click into any records to amend and Update as necessary
If the person still doesn't show in the Pro rata holiday calculations, try the following steps

Terms and conditions determine whether employees should be included in pro rata calculations
Go to Job, Pay & Reward > Job and Pay
Click into the current Job and Pay Record (at the top of the list)
Make a note of the Terms and conditions

Next go to Data Management > Code Tables > Job and Pay > Terms and Conditions
Go to the Absence section and you'll see a Include Employee in Pro-rata calculation? slider

This option must be selected if you would like the employee to be part of the pro-rata calculation

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