This guide will provide you with the information needed to change your organisation's holiday year. It is designed for scenarios where you are changing to the new holiday year on the day it starts.
This guide will not be helpful if you wish to change to a new holiday year before or after it starts. If you are changing holiday years, we recommend you speak to the myhrtoolkit support team for guidance before starting.
To help you to change holiday year successfully, it will help to understand how myhrtoolkit manages holiday bookings and holiday years. There are two different components:
This is the list of individual dates created as employees book leave – broadly speaking, once taken, holiday data doesn’t change.
These are snapshots of all the holiday data that has been booked in a single holiday year. These snapshots can be changed. By using different Views, you can look at different holiday periods. A view is normally 12 months – for example, Jan to Dec is a view, as is Apr to Mar. Note that a view does not relate to a particular year, but is just a defined 12-month period that can be applied to the data from any year(s).
Any approved leave that spans the end of a holiday year and the beginning of the next holiday year will need to be deleted and re-entered as two separate bookings at either side of the holiday year.
You will need to calculate a Carry Forward value for each user. This is the pro rata holiday balance from the 'Previous Period' and may be a positive or negative value.
For users who started before the beginning of the current holiday year, the Previous Period will be the period from the beginning of the current holiday year to the day prior to the new holiday year.
For users who started within the current holiday year, extra care should be applied. The Previous Period and Carry Forward values will be affected by the relevant timing of the start date and date of conversion.
The Carry Forward value needs to reflect the accrual the User would have made within the Previous Period, including:
Any changes to entitlement or part time percentage that fell within that period
Periods where bank holidays were included and not included
Any days carried over from the previous holiday year
Create the new holiday year in Config > System > Holiday, where you can click the Add holiday year button. Allocate the new holiday year to employees via Management > Holidays > Employees' holiday year.
Add the Carry Forward value from step 2 via Management > Holidays > Holiday in lieu/carried over. We suggest putting a detailed note in the text box. This uplift will only be applied to the current holiday year. We strongly recommend doing this the day after the new holiday year is assigned. Adding the Carry Forward to the new holiday won't automatically remove the amount from the previous year, but they will no longer be bookable by employees. One option here is to create a corresponding negative entry in Management > Holidays > Holiday in lieu/carried over are for the previous year with an accompanying note.
Once switched to the new holiday year, the Previous Period will now appear as part of the previous holiday year. It may erroneously appear that some employees have over-booked. However, this can be viewed as originally booked by setting up the Previous Period as a 'previously used Holiday View'. You will need to contact myhrtoolkit to enable your account before starting this stage.
You can create a new holiday year to represent the Previous Period. This will be the beginning of the last holiday year to the day before the new holiday year begins. It will be less than 365 days. Go to Config > System > Holiday and click on the Add holiday year button. After specifying a start date for your previous period year, click on the link to enter a custom end date. Remember to give it a meaningful name to indicate it is a previous period holiday year.
Go to Management > Holidays > Employees' holiday year and click on the link marked Specify previous holiday years alongside the User's name. This will allow you to add the newly created Previous Period buffer year and the existing original holiday year to each user.
Previously taken periods of holiday will still be visible, but will by default appear within the now current new holiday year. Managers can view this previously taken holiday in the correct Holiday Year context by using the Management > Holidays > Employee holiday dates > View holiday years that have previously been used and selecting the relevant holiday view.
Note – New starters added by New Starter Wizard will be allocated the default holiday year.
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