When you have a new starter and you are entering their holidays per year, you should enter the total holidays they are entitled to in a normal year and the system will prorate this based on their start date, contract end date, total entitlement and when you have set the start of your holiday year to be.
If you enter the allowance already prorated for that year, we will then prorate that again so it will show a lower number.
The option to prorate time off for new starters is only available when using a time off type that pulls from an individual allowance. This is done through:
Administration > HR > Time off management > Time off types
Editing a time off type using the 'Edit' icon will give you the option of whether you would like to prorate time off for new starters. However, this option will only appear when "Individual allowance" is selected for the "Deduct from employee allowance?" field.
When adding a new employee in the middle of the holiday year, you should ensure you enter their normal annual balance and not the prorate balance, as the system will automatically prorate the balance looking at their start date and the start of the holiday year.
For example:
- John starts work on 11/07/2014 and is entitled to 20 days in a full year.
- The holiday year starts on 01/04/2014.
- 11/07 - 01/04 is 101 days
- 101/365 days is 27.67%
- John is entitled to 72.33% of his normal allowance which leaves him entitled to 14.46 days which we will then round depending on your settings for rounding time up
If you had entered 15 in the first place as his allowance, John would now show as only being entitled to 10.85 days which is obviously wrong additionally, you would then have to change his allowance at the beginning of the next year to his normal full value.
HRWize
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