A worker can be paid holiday in 3 ways.
Directly through the InPay software.
- Using the Employee Holiday importer
- Through the InTime timesheet system
Paying Holiday Manually Through InPay
Holiday Leave is entered through the Absence -> Absence Entry page.
Adding Holiday record
Key Fields
- Type of Absence: Should be Paid Leave.
- No of Hours: The number of hours. This must be entered manually as InPay does not have access to the working pattern of agency workers.
- Leave Start: If the Holiday Start Date is after the Current Pay Period End Date no holiday will be paid, holiday will be paid in a future period.
- Leave End: If the Holiday End Date is after the Pay Period End Date the holiday will only be paid up to the Period End Date, any future holiday will be paid in a future period.
- Reason for Leave: Should be Holiday.
- Holiday Rate: There are two options to add the rate manually or to pull through the Calculated Rate for the worker. Both these are hourly rates (or daily if on a non hourly scheme). The calculation of holiday rates is explained in Section 4.
Uploading Multiple Holiday Claims Using an Importer
An importer called Employee Holiday has been created to allow multiple holiday claims to be uploaded into InPay. This can be done as follows:-
- Go to Import / Export -> Import Data
- Select Employee Holiday as the Import Format.
- A box will appear called Template. Select the payroll that contains the workers you want to update and click Download.
- This gives you a CSV file populated with all the active workers on the payroll. This is where you can enter the Leave Start and Leave End dates, the Number of Units of holiday the employee is using up, the Holiday Rate Type (either manual or calculated rate) and, if a manual rate is being used, the Holiday Rate can also be imported.
- Save the file as a CSV (.csv) format file. Click on the choose file button back in Inpay, enter a reference if required and then click Import.
- The Import status will show you whether the import has been successful. In the event of errors, clicking on the failed import and then clicking Messages will give details of the line and reason for any failure.
InTime
For InTime linked systems the normal process is to make Holiday claims for an employee from the InTime application. Please see the InTime InPay Holiday Scheme page for details.