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A worker can be paid holiday in 3 ways.

• Directly through the InPay software

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• Using the Employee Holiday importer

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• Through the InTime timesheet system

Paying Holiday Manually Through InPay

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Figure 5 –Adding Holiday Leave is entered through the Absence -> Absence Entry page.

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Adding Holiday record

Key Fields

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• 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 Leave Holiday Start Date is after the Current Pay Period End Date no holiday will be paid, holiday will be paid in a future period.
• Holiday Leave End: If the Leave 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   No of Days/Hours: The number of days/hours. This must be entered manually as InPay does not have access to the working pattern of agency workersperiod.
• 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 day rateshourly rates (or daily if on a non hourly scheme). The calculation of holiday rates is explained in Section 54.

Uploading Multiple Holiday Claims Using an Importer

An importer called Employee Holiday has been created and is accessible through the Import Date screen. A template can be downloaded for the format Employee Holiday; this can be used to add workers holiday records by entering the following fields. Leave Start Date, Leave End Date, No Of Days/Hours, Holiday Rate (only used where rate type is manual), Holiday Rate Type (calculated rate and manual)

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Figure 6 – Company Holiday Scheme (contracted hours)

InTime

From the InTime application a record can be added by supplying the Leave Start Date, Leave End Date, and No of Hours/Days/ Weeks (determined by scheme configuration, see section 2) . When a holiday request is sent from InTime the calculated rate will always be used 

A warning is given when making the claim if the worker has shifts in the claimed period, or when entering a timesheet for a period that already has a holiday claim

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Figure 7 – Claiming Holiday InTimeto allow multiple holiday claims to be uploaded into InPay. This can be done as follows:-

1. Go to Import / Export -> Import Data
2. Select Employee Holiday as the Import Format.
3. A box will appear called Template. Select the payroll that contains the workers you want to update and click Download.Image Added
4. 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.
   
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5. 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.
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6. 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.