Changing Leave Year Dates

Purpose

This topic explains how to change the annual leave start dates for one or more staff members.

Additional Information

The New Leave Year function defines the start of the current leave year for employees. The current leave year is used to monitor annual leave taken against entitlement.

Although most organisations have a common leave year, Timemaster allows each employee to have a different start date for their leave year. This is particularly relevant for some organisations who set the leave start year according to employee start dates.

▪Calculates any carry forward entitlement from unused holiday from the previous year, according to the rules defined in the employee’s rule-set.

The option applies the new leave year to all visible staff shown in the grid. (i.e. staff not visible because of grid filters or in-grid filters will be excluded).

Normally the New Leave Year option is used to bring forward the "current leave year" by an exact 12 months.

We have had a number of support calls from users wanting to change to a different set of dates, so this section describes the processing that the function carries out.

Suppose the current leave year is 01 April 2015.

Changing the new leave year to a date other than 01 April 2016 (i.e. exactly one year on) will display warning messages asking you if you are sure you wish to continue.

Changing the new leave year to a date later than the current one calculates the new entitlements and unused holidays and writes these to both the staff record and an audit file.

Changing the new leave year to a date earlier than the current one skips all calculations and just resets the leave year date. If the new leave year date matches one previously saved in the audit file, then the entitlement details are retrieved from the audit file and saved to the staff record. (This is very much like rolling back to a previous year).

NOTE: There is a two week grace period at the end of the leave year during which staff members will be able to make new leave requests. The grace period refers to the date the absence requests is made rather than the date of the absence. During this period the system will allow staff to request leave without restriction as the system does not have any leave parameters defined for the new year. It is therefore the responsibility of the line manager to ensure that employees do not book more leave days than they are actually entitled to in the new year. After this grace period staff member will be prevented from entering requests until their new leave year has been set-up. It is within this grace period that the new leave year routine needs to be run and new leave parameters set.

Operational

NOTE: A list of staff which shows their current, next years and subsenquent years entitlements can be obtained by running the following script;-

select staff_id, staff_name, job_title, department, resource_group, hours_per_week, grade, employ_start, payroll_no, ruleset, hol_hours_per_day, hols_bfwd, days_holiday, hols_next_year, hols_subs_year

from staff

where currently_employed = 'Y'

Click here for information on how to run scripts.

Multiple Staff Members

1. Navigate to Windows Application > Staff Listing grid (Staff menu button to the left).

2. Filter the grid to ensure only staff with the same leave start date are listed.

TIP: Staff may have different leave year start dates so before running the Multi-Leave Year it is always worth adding the column Leave Start Date to the Staff Listing grid. Click here to learn about customising grids.You can then filter on this column to ensure that you are only applying the New Year Routine to the appropriate staff members.

3. Right-click on any staff member in the list.

4. Select Multi Leave Year.

5. Change the leave Year Start Date to suit and tick any of the other options (if applicable).

6. Click the OK button to apply the changes to all staff listed in the grid.

Single Staff Member

Example

	Year 1 (staff member started half way through the year)	Year 2 (inc. 4 days untaken and allowed to be brought forward)	Year 3
Holiday Entitlement	12.5	25	27
Holidays b/fwd	0	4	0
Next Years Entitlement	25	27	27
Subsequent Years Entitlement	27	27	27

The example above shows how the Holiday Entitlement is shuffled when the New Leave Year routine is run.

In the first year the staff member was only entitled to half of the normal holidays as they had started half way through the year.

In Year 2, the staff member was allowed to carry forward the four days which they did not take. Year 1’s next years entitlement has now moved to the Holiday Entitlement of Year 2 and the Subsequent Years Entitlement from Year 1 has now been shuffled into the Next Years Entitlement of Year 2.