Administer entitlement plans
- Kelly Collins
Within this section you will store all your absence entitlement plans. These must be set up if you wish to use workflows and absences to record your employee's entitlements to different types of absence, and keeping track of employee's entitlements.
This is also required if you are using the payroll submissions, as the entitlement plan will confirm the payroll action for absences. For example if an employee gets full pay for the first 5 days of sickness per year and the pay is reduced thereafter, an entitlement will need to be set up to specify that from the 6th day of sickness the pay needs to be reduced. Support can help you with any queries you have with this.
Click on admin in your top menu bar and within the absence section click on administer entitlement plans. To create a new entitlement plan click new, to edit an existing plan click on the plan you wish to amend.
Creating a new entitlement plan
Throughout this page there are question marks against fields, hover over these to provide further information for that particular text box. Below lays out each section and the fields within it.
General section
Plan name - This needs to be a unique name that clearly identifies what it is. For example: holiday 30 days, unpaid leave, or sickness.
Absence type - This is a dropdown menu, you can create further absence types in manage lookups.
Full-time hours - This needs to be the full time hours so the system can work out the part time equivalent. For example: if this is specific to a department and the full time hours are 40.00 per week, enter 40.00.
Period length - This is how long you want the entitlement to run for, this is in months. So if you want the plan to be based yearly enter 12.
Hours based - Tick this box if you need the holidays to be hours based.
Auto create plan - This allows the system to recreate the plan for you for the next entitlement period. You can select how many months before this plan ends that it will recreate a new one. If you do not want the system to do this select never.
Date options section
Year type - You can pick between fixed and rolling year.
- Fixed will be within a set period of time. For example most holiday entitlement will be from a set date for a period of time.
- Rolling will look back over a period of time to confirm any entitlement. For example you may want sickness entitlement to look over the last 12 months to see if an employee is entitled to sick pay.
Fixed date - Even if you are using a rolling type you will still need to enter a date that this entitlement needs to start calculating from.
Employee start date anniversary - You can tick this option if you wish the entitlement to start from the start date anniversary for an employee rather than a set date for all employees.
Calculations section
Method - This is how the calculation is done. Click on method in that section and it will take you to the calculation page in the knowledge base providing you with the formulas.
Rounding method - Allows you to choose from a dropdown how you wish to round up or down.
Service calculations - You can choose from a dropdown
Exclude paid sickness period (months) -You can set this to a period of months for new starters if you wish. Leave blank if you will pay sick pay from the day an employee starts
Exclude paid sickness during probation period - If you are using the probation section in the contract tab - details section, you can then use this tick box to stop paid sickness for anyone within their probation.
Part time employees section
Pro-rata public plan - Tick this is you want to public holidays to be pro-rata'd based on the full time equivalent.
Part time public plan - Using the drop down you can select the public plan you wish to use.
Holiday accrual section
Entitlement bands section - 30 days holiday entitlement example
This example shows an entitlement of 27 days holiday entitlement and for each year of service the employee accrues an additional days holiday, up to 30 days. To add additional lines, click on the plus button when you are happy with your set up click save.
Entitlement Example:
0 - 12 months - 27 days entitlement
13 - 24 months - 28 days entitlement
25 - 36 months - 29 days entitlement
37 - 999 months - 30 days entitlement
Row 1
From (months) - The starting month of service in which the entitlement starts, so 0 equates to the employees start date.
To (months) - Which month of service will this entitlement end. For example we have used 12 months, as in the 2nd year of service they will receive an additional days holiday.
Full Pay - What is the entitlement amount. For example, we have entered 27 days full pay. As their holiday entitlement is 27 days in the first year.
As there is no staggered pay, anything over the entitlement will be at nil pay, so you would leave the other columns blank and the system will know to deduct a days pay.
Row 2
From (months) - Following on from the previous row we want the second year of entitlement to give an extra day. So we put 13.
To (months) - As we want this to end at the 2nd year of service we put 24 months.
Full Pay - As we want the employee to get 28 days for this entitlement we enter 28.
Final Row
From (months) - Following on from the previous row we want the fourth year of entitlement to be 30 days.
To (months) - As this is the maximum entitlement we want to set the months to an amount that will not be reached, we recommend 999.
Full Pay - As we want the employee to get 30 days for this entitlement we enter 30.
Entitlement bands section - Sickness example
This example shows an entitlement of 5 days sick pay and for each year of service the employee accrues additional full days of sick pay and staggered reduced pay. The first 6 months there is no sick pay as this is a probation period. We have ticked the exclude paid sickness during probation period To add additional lines click on the plus button when you are happy with your set up click save. Please note for reduced pay calculations to work you must enter a salary in the employee's record on the pay tab - details
Entitlement Example:
6 months probation no sick pay.
7 - 12 months - 5 days full pay sick pay.
13 - 24 months - 10 days full pay, 5 days at 50%, and 5 days at 25% pay.
25 - 999 months - 20 days full pay, 10 days at 50% and 10 days at 25% pay.
Row 1
From (months) - The starting month of service in which the entitlement starts, sick pay will start in the 7th month of service so we have entered 7.
To (months) - Which month of service will this entitlement end. For example we have used 12 months, as in the 2nd year of service they will receive additional paid sick days
Full Pay - What is the entitlement amount. For example, in the first year they will receive 5 full days sick
As there is no staggered pay, anything over the entitlement will be at nil pay, so you would leave the other columns blank and the system will know to deduct a days pay.
Row 2
From (months) - Following on from the previous row we want the second year of entitlement to give an extra day. So we put 13.
To (months) - As we want this to end at the 2nd year of service we put 24 months.
Full Pay - In this example we are given 10 days full pay.
Reduced pay 1 - How many days are you paying at a reduced rate after the full pay entitlement has been used. We want to give the employee 5 days reduced pay after the initial 10.
Pay 1% - What percentage of pay do you want to pay the reduced pay at. In this example we want to pay 50% pay.
Reduced pay 2 - You can add a further level of reduced pay. In this example we are paying a further 5 days sick pay.
Pay 2 % - This will set the percentage of pay for reduced pay 2. We have set this to 25%.
Final Row
From (months) - Following on from the previous row we want the third year of entitlement to have further sick entitlements.
To (months) - As this is the maximum entitlement we want to set the months to an amount that will not be reached, we recommend 999.
Full Pay - As we want the employee to get 20 days full pay.
Reduced pay 1 - We want to give the employee 10 days reduced pay after the initial 20.
Pay 1% - In this example we want to pay 50% pay.
Reduced pay 2 - In this example we are paying a further 10 days sick pay.
Pay 2 % - This will set the percentage of pay for reduced pay 2. We have set this to 25%.
