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Switching holiday entitlement from days to hours

Ciphr Academy
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This guide explains how to move employees from a days-based holiday entitlement scheme to an hours-based one, including what to do if the change happens part-way through a holiday year. See Holiday Entitlements code table for how schemes are set up.

 

Contents

Before you start

Check the following before you make any changes:

  • You’ve checked an hours-based scheme suits the working arrangement. If you’re not sure, use our Holiday Helper to work through different scenarios and get a recommendation.
  • You know which employees are moving to hours, and whether different groups need different schemes.
  • You have the current full-time equivalent allowance for each group, converted to hours, including any Starter, Service and Leaver entitlements. Entitlement is normally recorded at full-time equivalent, because the pro rata tool works out part-time entitlement.
  • You've picked one or two employees to test with first if updating lots of records.
  • If the change is part-way through the holiday year, you know the date the change takes effect, and you have the new work pattern and FTE if they've changed.
Note: When moving employees part way through the year, or following a holiday year rollover, please consider your brought forward and manual adjustment figures, as these may be recorded in days rather than hours and will need to be manually converted.

 

Set up an hours-based scheme

  • Go to Data Management > Code Tables, choose the Absence group and open Holiday Entitlement.
  • Click Insert New Record to create a new scheme. If nobody is on an existing scheme, you can edit it instead.
  • Choose Hours as the way holiday is recorded and calculated.
  • Match the entitlement to the current allowance in days, converted to hours.
  • Choose whether the scheme includes public holidays (see the Note below), then click Update to save.

Note: We recommend including public holidays in hours-based schemes. If they're excluded, the pro rata adjustment can be inaccurate when someone's work pattern doesn't match the Normal Hours in Day value in the Countries (Nationality) code table. 

If your previous scheme didn't include public holidays, any public holiday that falls on a day in the employee's work pattern, and that they don't work, will need entering in their absence record, for the full year and beyond, once they've moved over. HR can do this for several employees at once using Bulk Absence, except for employees on a CIPHRFLEXI work pattern. See also Pro rata holiday calculations.

 

Move employees onto the scheme

  • Go to Holidays & Absence > Absence Summary and open the employee.
  • Click Change Holiday Entitlement.
  • Choose the hours-based scheme.
  • Check the Holiday BF and Manual Adjustment and amend any figures in days to the hours equivalent.
  • Click Update to save the changes.
  • Check the entitlement and balance show correctly in hours.
  • Holiday already booked is recorded in both days and hours, so it doesn't need converting when you change the scheme.
Important: If you're updating lots of records, test on one or two employees first and check their balances before you move anyone else.

 

FTE/work pattern change part-way through a holiday year

  • If the employee's hours or work pattern have changed, update their Job and Pay record first, with the new work pattern and FTE from the change date.
  • Move them onto the hours-based scheme, as above.
  • Check their entitlement. The system calculates it on the new scheme for the whole holiday year, so use the manual adjustment fields to correct the balance if needed. A pro rata holiday adjustment may be applied automatically depending on your system configuration settings. See Pro rata holiday calculations.
  • If the work pattern has changed, holiday booked in advance for dates after the change stays on the old work pattern until it’s manually updated. Update those bookings so they pick up the new pattern.
     

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