How to change holiday years

  1. What is this guide for?
  2. Overview
  3. Check for ‘bridging’ bookings
  4. Calculate ‘Carry Forward’ value
  5. Move to the new Holiday Year
  6. Add the Carry Forward from the Previous Period
  7. Notes on creating and using alternate Holiday Views
  1. What is this guide for?

    This guide will provide you with the information needed to change your 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.

  2. Overview

    To help you to change holiday year successfully, it will help to understand how myhrtoolkit manages holiday bookings and holiday years. There are 2 different components

    Holiday Data
    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 now be changed. By using different Views you can look at different holiday periods. A view is normally 12 months – 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).

  3. Check for ‘bridging’ bookings

    Any approved leave that spans the end of a holiday year and the beginning of the next a holiday year will need to be deleted and re-entered as two separate bookings at either side of the holiday year.

  4. Calculate ‘Carry Forward’ value

    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 2015 holiday year
  5. Move to the new Holiday Year

    Create the new holiday year at setup & admin > Holiday year.
    Allocate the new holiday year to the employees via setup & admin > Set employee’s holiday year on the day that the new holiday year is due to start.

    Users will get a full holiday year’s entitlement when you do this.

  6. Add the Carry Forward from the Previous Period

    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 2016/17 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.

  7. Notes on creating and using alternate Holiday Views

    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.

    Create a Previous Period Holiday Year

    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 setup & admin > Holiday years and click on the link Add new holiday year. 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.

    Specify previously used Holiday Year views

    Go to setup & admin > Employees holiday year and click on the link marked Specify previous holiday years alongside the Users name. This will allow you to add the newly created Previous Period buffer year and the existing original holiday year to each user.

    Using the Holiday Views

    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 the New Starter Wizard will be allocated the default holiday year.