If your RSM InTime system in InPay linked you can use an InPay holiday scheme. We recommend using an InPay Hourly holiday scheme for managing holiday for PAYE workers.
This requires configuration by RSM support on both systems to enable. For information on how to setup and use the InPay holiday scheme in InPay please see these pages.
Accruing holiday
As timesheets are exported, InPay stores the amount of holiday accrued for the Worker based on the applicable holiday accrual rate. This will build up over time. When the worker has accrued some holiday they can make a claim against it for the equivalent amount of pay.
RSM InTime Configuration
An agency can only operate the InPay holiday scheme OR the RSM InTime holiday scheme, not both. The system can be configured to allow workers to be able to claim accrued holiday or not via the setting: Administration - InPay export Configuration - Workers can make holiday claims.
When creating PAYE workers, you will firstly need to select a payroll and this will pre-filter the holiday schemes that are available. Hourly Holiday schemes are available for all payrolls but only holiday weekly holiday schemes are only available for weekly payrolls, monthly for monthly etc. If importing workers into RSM InTime the holiday scheme will be validated for the payroll. Existing PAYE workers can also be added to a holiday scheme in the same way.
The accrual rate is determined in the Holiday Scheme settings in InPay but it is possible to override the accrual rate for a worker by entering a value in the Holiday Accrual Rate field in RSM InTime or in the Accrued Per Period Days Override in InPay. Clearing this field and saving the worker will remove the override and revert to the scheme accrual rate. Please note: This value is shown as a percentage in RSM InTime but shown as a number of days or hours in Inpay - it is automatically converted during synchronisation. The percentage value is restricted to values between 0 and 25%.
Some example values:
RSM InTime Accrual Rate: 0.2 (20%), Monthly scheme, InPay Rate: 4.346 days per period (0.2 x 21.73 days)
RSM InTime Accrual Rate: 0.1 (10%), Weekly scheme, InPay Rate: 0.5 days per period (0.1 x 5 days)
RSM InTime Accrual Rate: 0.25 (25%), Hourly scheme, InPay Rate: 0.25 hours per period (0.25 x 1 hour)
RSM InTime Accrual Rate: 0 (0%), Any scheme, InPay Rate: 0 days/hours per period. This means no holiday will be accrued.
AWR Rates
If you have AWR Rates enabled on your agency some additional features apply. For more information on AWR click here.
- If the worker has 12 or less qualifying weeks the Workers Holiday Accrual Rate will be applied, or the scheme rate if empty.
- If the worker has more than 12 qualifying weeks the Workers Post AWR Holiday Accrual Rate will apply if entered, or the Workers Holiday Accrual Rate rate if empty.
- The Accrued Per Period Days Override for the employee in InPay is automatically updated to the Post AWR rate when they exceed the 12 qualifying week threshold.
Claiming Holiday
When a worker has accrued or carried forward some holiday they will be able to make claims upto the existing balance. For workers, this is accessed under My Details - Holiday Claims. A list of any existing holiday claims is shown with links to view the details.
A link to Request Holiday which navigates to create the New Holiday Claim screen is shown on the top right.
If you are an administrator, you can claim holiday on behalf of a worker from the worker list.
This screen shows the following information which is all retrieved from InPay:
- Hours Accrued - the total amount of hours the worker has accrued for this holiday year.
- Hours Taken - the amount of hours they have already claimed for this holiday year.
- Hours Pending - shows the number of hours on existing un-approved holiday claims.
- Hours remaining - the amount of hours the worker has left to claim (Hours accrued less Hours Taken).
- Average rate per Hour. This is the rate that the holiday will be paid at if it is claimed in the current period. This is based on the 12 week average - see here for more information.
On this screen enter the appropriate dates and number of days or hours you wish to claim and click Claim Holiday to create the claim. You can optionally enter a comment.
When you are ready click Submit Claim to submit the claim for approval.
If the scheme is not configured to allow negative holiday you will not be able to submit a claim for more time than you have accrued.
Approving Holiday
When a worker submits a holiday claim it appears for approval for Administrators. These are accessed under Profiles - Holiday Claims.
The Admin can click into any of the claims to view the details. From this screen there is the option to Bulk Approve submitted claims by selecting the tick box next to appropriate claims and clicking Approve. To Reject a claim or examine it in more detail click the numeric claim ID to view the details.
If the admin wishes to reject the claim they will be required to enter a reason. This is shown on the claim when the worker reviews it so they have some explanation of why the claim is rejected. The worker also receives an on-screen notification if the claim it rejected.
On Approval the Holiday is sent to InPay and will appear on the appropriate payslip. At this point the claim will have the status of 'Exported'.
Deleting a claim
Holiday claims can be deleted by Admins and Workers up until the point they are approved. This simply removes the claim form the system.
Once the claim has been approved and it has been exported to InPay it can still be deleted by an admin but doing this will not delete the claim information from InPay. InPay must be manually updated to reflect the change. The claim needs to be deleted from the Absence Entry screen.