Processing Holidays |
  
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Processing Holidays |
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Forward Dated Holidays (before the cycle is opened):
Go to Staff> select employee> Holidays Tab> Log Holidays, now select ‘Add’ and double click on the Client/Site field and choose the site they are taking holiday/absence from. Double click on the ‘From’ date field and pick the first day of absence, then do the same for the ‘To’ date. Make a note in the ‘Notes’ field if required on the payslip. Bear in mind the settings of the tick boxes with reference to the type of absence you are entering. They should already be set to their correct defaults in Setups.
REMEMBER: By default - the box ‘Remove Cycle Hours’ is ticked – this means regular pay is removed for Holiday days. If you want to pay Holiday Pay in addition to Regular Pay un-tick the box AND enter an amount and number of days. This is could be used when you owe back Holiday pay.
Salaried Staff on Fixed Rate Pay
Salaried staff on Fixed Rate will be paid their normal pay unless an amount is entered in the holiday pay box. Entering an amount in the Holiday Pay box will result in that amount being paid in addition to the normal pay unless the Deduct from Cycle Pay box is ticked. The holiday payments appear on payslips.
When the cycle is open:
We advise using the following method of entry, go to Pay> Pay Cycles> 1. Site Summary
If an employee is working on multiple sites it is probably easier to go to 2. Pay By Staff, select the employee and press the ‘Holiday’ button on the bottom right of the screen.
Rolled Up Holiday
When opening a pay cycle the program will look at the settings for each staff and using the data fields decide if RUH is to be applied. If so the value, based on the regular pay and RUH percentage will be calculated and added under Pay item RHOL in column 8 of the pay breakdown. This can then be amended in the usual way within the pay cycle.
The process to check for RUH will also be run after any timesheet imports.
During the payroll cycle when staff hours are modified checks will be made to determine if RUH needs to be applied. The main criteria are to catch cover staff and seasonal staff. In both cases the Accrue Holiday on all sites flag will be checked. If set then RUH will be calculated based on the actual hours worked, providing staff have no regular hours at that site. These checks will be made every time staff hours are changed.
The criteria for deciding if RUH is payable is
1)RUH flag set in Regular pay OR
2)Staff set to RUH and accrue at all sites OR
3)RUH already calculated for staff in this cycle
The payment is calculated as follows
1)If staff have regular pay on site the payment is calculated as regular hours * Regular rate * RUH percentage
2)If staff have no regular hours or have ‘accrue at all sites’ selected the payment is calculated as actual hours * actual rate * RUH Percentage.
NOTE - if regular pay for monthly is used the calculation is based on 52/12 of weekly value so may cause some rounding differences.
Leavers Holiday
CleanLink will calculate holiday pay due to staff who are leaving. This can be done from within the open Pay Cycle.
For each site being left, tick the ‘Last Time’ box, enter the leaving date in the ‘Last date at this Site’ field, then press the ‘Leavers Hols’ button. This screen will show how much holiday has accrued, how much has been taken and how much pay is due for any excess. The ‘Pay Holidays’ tab will pay out the balance of the holiday due as shown in the 'O/S £' column for each site ticked. If the employee is completely leaving the company ensure you tick the ‘Mark as left Company’ box.
Go to Staff Tab> Holidays> Log Holidays
Enter the dates for the holiday, unless you want to pay ADDITIONAL amounts, leave the site side panel EMPTY, don’t even click on it. If you have mistakenly added sites to the side panel delete them. At this stage we can’t be sure that this staff member will still be working on the site(s), when the Pay Cycle is opened. Every site they are currently working on will have their normal pay removed, and paid as Holiday pay.
It is good practice after opening the Pay Cycle to run the report 8. Reports> M. Holidays/Absence In period and check holidays entries.
If you should need to pay historical holidays this has to be done from the current open Pay Cycle.
Go to Pay> Pay Cycles> select the current cycle> Pay By Staff> select employee> Holidays button
