Company specific holiday parameters

The company specific holiday parameters are optionally used to allow for the holiday year and entitlement process to be specific to a particular payroll company.

Note: If all payroll companies have the same holiday year and entitlement you only need to complete the holiday parameters within the human resources, system maintenance option called System parameters.

Standard functionality exists that allows you to create and maintain records.

To access company specific holiday parameters

1. From the Rev.8 Master Menu, select the Human Resources option and Company you require.

   The Human Resources Password form is displayed.

2. Enter your human resource password.

   The HUMAN RESOURCES menu is displayed.

3. Select the System maintenance option.

   The SYSTEM MAINTENANCE menu is displayed.

4. Select Company spec. holiday params. option.

   The Company specific holiday parameters form is displayed.

Company specific holiday parameters Form

The Company specific holiday parameters form is displayed when you select the Company spec. holiday params option from the SYSTEM MAINTENANCE menu.

Holiday year start day: The day number that a holiday year starts on, this is validated in conjunction with the holiday year start month field.

Holiday year start month: The month number that a holiday year starts on, this is validated in conjunction with the holiday year start day field.

Tip : Click on the Drop down to select.

Holiday calculation method: The method used to calculate holiday entitlement. There are three options:-

• D: Detailed

The detailed holiday entitlement method relies on the use of the region and bank holiday files and the region field on the human resources record, each day from day 1 to the starting day is checked for the starting month to determine if the days are the non qualifying days or bank holidays.

Qualifying days are determined by checking the SSP qualifying mask on the payroll record or in the absence of a payroll record are assumed to be days other than Saturdays and Sundays.

This check is used to determine the first starting new year for the employee and thus holiday entitlement when joining and at a holiday year end. If an employee started on the 2nd January and the 1st of January was a non working day the employee is deemed to have started at the beginning of the year. If the employee started on the 3rd of January and the 2nd of January was a working day the employee is deemed to have the first starting year as the following year.

The entitlement figure is calculated using a day count in the year and averaged.

• S: Split of the month

This is a far simpler method not requiring the use of region and bank holiday files or the region field on the human resource record. If the employee joins before the middle of the month - the 16th if the holiday year starts on the 1st, that is, day numbers 1 to 15, then that month's holiday entitlement is included in the holiday entitlement calculation. The middle of the month is defined relative to the holiday year starting date. For example, if an employee joins on 22/7/2003, 22 is beyond 16 therefore the employee is only granted holiday for August to December = 5 months. If on the other hand the employee had joined on 15/7/2003, the entitlement if from July to December = 6 months.

• W: Whole month

The whole month method is similar to the detailed method except the employee needs to have attended for all working days of the month in order to gain the month's holiday entitlement. Non working days and bank holidays are checked.

Example:- A holiday year starts on the 1st April, an employee who works Monday-Friday joins the company on Tuesday 4th May, May and thus 11 months holiday is received since 1st May is a Saturday, 2nd May is a Sunday and the 3rd May is a bank holiday.

Qualifying days are determined by checking the SSP qualifying mask on the payroll record or in the absence of a payroll record are assumed to be days other than Saturdays and Sundays.

Tip : Click on the Drop down to select.

Holiday rounding: This is used to control in whose favour any holiday roundings are made when a new human resource record is created to calculate the first working year holiday entitlement in conjunction with the Holiday round amount, Holiday entitlement method and grade table. The settings are:-

• N: None

• V: Even

• E: Employee

• R: Employer

Tip : Click on the Drop down to select.

Holiday round amount: This is used when a new human resource record is created to calculate the first working year holiday entitlement in conjunction with the Holiday rounding method, Holiday calculation method and grade table. The parameter is entered in terms of numbers of days, it is likely in practice to either read 1.0 or 0.5.

Use holiday brought forward: This is used to control what happens to the remaining holiday entitlement at the end of a holiday year when running the holiday year end process. The options are :-

• Y: Yes use regardless

• I: Always Ignore

• P: Only use positive figures

• N: Only use negative figures

Tip : Click on the Drop down to select.

Holiday year end cap: This is a capped positive amount of holiday entitlement that is allowed to be brought forward to a following holiday year as a part of a holiday year end process. For example, if the cap is 5 days and an employee has 7 days holiday entitlement left, only 5 of the 7 days are transferred to the next holiday year.

Holiday end of year audit report: Tick this check box if an audit report is to be printed when running the holiday year end. The report is sorted by company number with company sub-totals and a grand total. Each employee has listed their employee number, name, new year holiday entitlement and carry forward, last year holiday entitlement and carry forward, two years ago holiday entitlement and carry forward. The last two figures are no longer now stored on the system.

Holiday end of year last run: This is the date the last holiday year end was run. This is checked when holiday entitlement and another holiday year end is run.

Holiday end of year user id: This is the user id who ran the holiday year end last.

Holiday year end: This is last day of the current holiday year. For example if the system parameters for the Holiday year start day and Holiday year start month are both set to 1 and within 2006 the holiday year end date is 31/12/2006. This date is checked when a holiday year end is run to ensure the holiday year has been completed before the holiday year end is run. The date is revised as a part of the holiday year end process.