The Transfer holiday totals option is optionally used typically at the start of the first payroll period for a new holiday year or at the start of each payroll period. It allows for new brought forward balances of holidays in terms of days, hours or values or any combination of these fields to be updated based on accrued days, hours or values. Values need to be used if accrual postings are being used. An audit report is produced when this option is run.
To access Transfer holiday totals
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Transfer holiday totals option.
The Transfer holiday totals form is displayed.
Transfer holiday totals Form
The Transfer holiday totals form is displayed when you select the Transfer holiday totals option from the PAYROLL menu.
What do you want to do or be advised about?
Use of the Transfer holiday totals option
The Transfer holiday totals option on the payroll menu is used to transfer the accrual values (days, hours or values) into the balance fields at the end of the accrual period.
It transfers the holiday totals which are accumulated in the fields on the Totals TAB of the payroll record called Accrued Holiday Days, Accrued Holiday Hours and Accrued Holiday Value into the fields on the Totals TAB of the payroll record called Holiday Days Balance, Holiday Hours Balance and Holiday Value Balance respectively. The Accrued Holiday Days, Accrued Holiday Hours and Accrued Holiday Value fields are then reset to zero so that they can start accumulating the values from the Static 2 TAB fields called Days Accrual, Hours accrual and Pay accrual again as each payroll period is processed.
When you select the Transfer holiday totals option you are first given the following options:-
Abort: Takes you back to the payroll main menu with no transfer performed.
Transfers days: Adds Accrued Holiday Days to Holiday Days Balance.
Transfers hours: Adds Accrued Holiday Hours to Holiday Hours Balance.
Transfers value: Adds Accrued Holiday Value to Holiday Value Balance.
If a transfer option is selected the following set of options are shown:-
Abort: Takes you back to the payroll main menu with no transfer performed.
Add accrual to balance: Adds the accrual to the balance and resets the accrual field to zero.
Clear all balances: Use this option if employees are not permitted to carry over holiday allowances from one year to the next and the balance field has to be first reset to zero. Afterwards use the Add accrual to balance option. This option is unlikely to ever be used other than at the start of a holiday year.
Clear positive balances: Use this option if employees are allowed to overtake their holiday allowance in one year and have less in the next year but not allowed to undertake their holiday allowance. Afterwards use the Add accrual to balance option. This option is unlikely to ever be used other than at the start of a holiday year.
Whichever option is taken a report is produced showing the employee number, name, accrual brought forward, old balances and new balance.
Holiday accrual in day figures are deliberately stored to 4 decimal places to avoid rounding errors.
Accrual set up
If the employee is not working a year in arrears for their holiday enter the opening balances as positive numbers on the Totals TAB fields of the payroll record called Holiday Days balance, Holiday Hours Balance and Holiday Value Balance as required and a credit balance should exist in the nominal ledger Holiday provision control account to match this value.
If the employee is working a year in arrears do not enter balances on the payroll record and the nominal ledger Holiday provision control account should be nil.
Set up stages if holiday accrual postings are to be used:-
A priority 8 user is required to use the System maintenance menu option called System parameters to tick the General TAB parameter called Integrated accounts.
A priority 8 user is required to use the System maintenance menu option called System parameters to tick the General TAB parameter called Holiday pay accrual.
A priority 8 user is required to use the System maintenance menu option called System parameters to tick the Control postings TAB parameter called Holiday provision control.
A priority 5 user is required to use the Miscellaneous options menu option called NL grade postings. Set the Income 1 TAB field called Holidays to the holiday provision control expense code and set the Miscellaneous TAB field called Holiday accrual to a profit and loss pay expense code. Note that if holiday accrual postings are not used the Income 1 TAB field called Holidays is instead set to a profit and loss holiday pay expense code and the Miscellaneous TAB field called Holiday accrual is set to the holiday provision control expense code.
The Totals TAB fields on the payroll record called Accrued Holiday Days, Accrued Holiday Hours and Accrued Holiday Value are updated by the values from the Static 2 TAB fields on the payroll record called Days accrual, Hours accrual and Pay accrual respectively when selecting a new pay period.
The values in the Static 2 TAB payroll records fields called Days accrual, Hours accrual and Pay accrual are the proportion of the total annual holiday entitlement which you wish the system to accrue for each payroll period that passes.
What is the next process?
The Transfer holiday totals option is typically used at the start of a payroll period at the start of the holiday year prior to calculating period pay and therefore the next option likely to be run is to use the Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records in order to create new records or amend existing records.
The overall process of running a payroll period may be summarised as follows:-
Make amendments to existing employees and create new employee and payroll records and if used, Human Resource records for joiners using either the main employee records or payroll menu option called Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records.
Input pay details option to input the main payroll details.
Enter sickness details option to input the sickness details if this option is to be used on your system.
Enter maternity details option to input the maternity details.
Enter paternity details option to input the paternity details.
Enter adoption details option to input the adoption details.
Enter court orders/CSL option to input the court orders and student loan collections.
Enter leaving dates option to maintain leavers and to re-instate payroll records to perform final irregular payments to left employees.
Calculate period payroll option to calculate the payroll.
Reports & enquiries option may be used at this or at any other entry stage to check the data that has been entered onto the system.
Print payslips option to first preview the payslips on screen or to print them on plain paper for checking and then to print the payslips followed by selecting the Update option.
Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
Print bank giros option to first preview and then to print bank giros if used as a payment method followed by selecting the Update option.
Confirm/reset period payroll option to freeze the input of the payroll and to generate nominal and optional BACS postings held at this stage within the payroll module.
BACS listing option to produce a BACS listing report if BACS is used.
Transfer BACS buffer to BACS option to copy the payment data to the BACS submission module on the main accounting system or the payroll system ready for transmission to BACS if BACS is used.
Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
Execute EOP options option to produce the reports set up for mandatory running within the payroll period - this is best left until you are satisfied with the accuracy of the payroll processed.
Reports & enquiries option to produce any other optional reports and at payroll year end mandatory reporting.
Select new period option after a nightly system backup to select into the next payroll period or payroll year including the optional copying of the nominal ledger postings to the main accounting system and any other BACS generated postings to the BACS submission module on either the main accounting system or the payroll system ready for transmission to BACS.
