A worker can be added onto a scheme one of 3 of 4 ways.
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- Automatically if default InPay Holiday Scheme is set against the Payroll
- Directly through the InPay software,
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- Using the Employee Holiday Scheme importer
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- Through InTime.
Automatically
If set on the Payroll → Payrolls page all worker's will be added on creation
Directly through InPay
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Workers can be added onto a scheme through the Employee → Holiday Schemes page.
Employee Holiday Scheme Setup (InPay)
Key Fields
- Holiday Carried Forward: Any value set here will be added to the number of days/hours accrued through the InPay system.
- Effective Date: If use employee effective date is selected against the scheme then this date is used to determine the anniversary of the holiday year where balances are reset.
- Hours Accrued Per Hour: The value accrued per period is set at scheme level but can be overridden here.
- Hours Accrued Per Hour Override: If entered, this figure will override the amount set at the holiday scheme level. If the field is blank then the company rate will be used instead.
Read Only Fields
- Current Rate: As calculated by InPay., this is the rate that would be used to give a value to any holiday entered
- Holiday Accrued: As calculated by InPay, this is the total holiday accrued to the beginning of the current pay period.
- Holiday Taken: As calculated by InPay, this is the total holiday taken as at the start of the current period.
- Holiday Left: As calculated by InPay.
Read Only Fields
- , this is the holiday that is remaining for the worker to take as at the start of the current period.
Adding Multiple Workers to Schemes Using an Importer
An importer has been created and is accessible through the Import Data screen. A template can be downloaded for the format Employee Holiday Scheme, which will include all the current to allow multiple workers, already created in InPay, to be added onto a scheme. This can be done as follows:-
- Go to Import / Export -> Import Data
- Select Employee Holiday Scheme 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
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Once on the scheme the Holiday Carried Forward and Hours Accrued per Period values can be updated through the Importer
Figure 3 –Employee Holiday Scheme Setup (Importer)
- is where you can enter the Scheme, the Hours Accrued per Hour (if overriding the default scheme value) and any Carried Forward hours.
- 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.
Adding a Worker to a Scheme in InTime
When creating workers, you will need to select the payroll and holiday scheme for the worker. You can also set the an override holiday accrual rate and post-AWR holiday accrual rate for the worker, otherwise the agency defaults will be used. When if left empty the scheme default accrual rate will be used.
If you have AWR rates enabled on your InTime system you will also have access to the Holiday Accrual Rate Post AWR field. When the worker submits time in for their 13th applicable week, they will be updated in InPay to accrue holiday at the post-AWR rate.
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Figure 4 – the Post AWR rate accrual rate will then be applied.
Worker creation InTime