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Changing holiday year

What we need to know before changing the holiday year.

J
Written by Joshua Shooter
Updated over 2 months ago

When you change a holiday year within PeopleHR, you need to manually calculate employees' entitlement, as this doesn't automatically update.

πŸ“ŒNote: The PeopleHR support team is unable to assist with how much entitlement to give employees.


Example

πŸ“ŒNote: These are for example purposes only, In the example, the current holiday year is January-December and the new holiday year is April-March.

To avoid errors and discrepancies in calculations, we strongly recommend you wait until either the end of your current holiday year or the end of your new holiday year before you make any changes.

Change at the end of the new year

In the example, the new holiday year runs from April to March. To change on 31 March, you need to:

  • Pro-rata employees' entitlement from 1 January to 31 March.

  • Update employees' This Year's value to reflect the pro-rata entitlement.

  • Send comms to employees to make them aware of the upcoming changes. If employees have booked holidays between 1 January and 31 March, when you pro-rata their entitlement, this may result in a negative remaining entitlement.

  • Create a query to show the remaining entitlement for the current holiday year.

  • Deactivate any carryover settings you've applied in PeopleHR.

  • On the final day of the holiday year, update employees' holiday year within their planner settings. You need to do this individually for each employee.

  • Change the company settings so that new starters are automatically assigned to the new holiday year.

  • If applicable, once the new holiday year starts, manually add any carryover to the employees' records.

  • Reapply any carryover rules for the following holiday year.

Change at the end of the current year

  • Pro-rata employees' entitlement from 1 January to 31 March.

  • Calculate each employee's holiday taken between 1 April and 31 December for the current holiday year.

  • Add the above two values together. This will be the employee's entitlement following the changeover.

  • Create a query to show the remaining entitlement for the current holiday year.

  • On 31 December, run the query you created and export this.

  • On 31 December, update employees' holiday year in their planner settings. You need to do this for each employee individually.

  • Change the company settings so that new starters are automatically assigned to the new holiday year.

  • Update employees' This Year's value to the value you calculated in the third step.

  • Using the query you exported, manually add any carryover to the employees' records.


Tip to calculate pro-rata entitlement

If you're unsure or don't feel comfortable calculating the pro-rata entitlement manually, you can use the New Starter Wizard or Leaver Wizard to assist you.

These wizards contain built-in calculations that pro-rata employees' entitlement based on the holiday year, start or leave date, and the employee's annual entitlement.

By running a test in one of the wizards, you can amend the dates to calculate the pro-rata values for the relevant timeframes in the steps above.


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