Year end process for absence

You will need to carry this out for all fixed absence entitlements you have set up and assigned to employees. 

It is best to run this as close to the end of the holiday entitlement as possible to make sure you have captured all employees absence requests. If you have an auto- create entitlement and do not have any carry forward of days and hours, you do not need to process this, however if you wish to carry forward days/hours for all users who have a fixed entitlement, then this function will help you. 

Click on admin in your top menu bar and within the absence section click on recalculate absence. 

Holiday entitlement

Firstly, enter in the current start and end dates of the current plan you are processing year end for.  For example 01/01/2022 - 31/12/2022. 

Then enter in the new start and end dates for the new plan that will come into effect. For example 01/01/2023 - 31/12/2023. 

Using the dropdown select holiday in absence type.

You can also allow the carrying forward of days (for daily holiday entitlement) and hours (for hourly holiday entitlement) of holiday that employees have not taken. The number you enter in here will be the maximum amount an employee can carry forward. 

If you enter 5 in the days CF field, but an employee had 10 days entitlement left, they will only have 5 days carried over to their new entitlement plan. If an employee has no holiday entitlement left they would not carry over any additional days. 

If your company policy doesn't allow the carrying over of holiday enter 0 in both fields. If there are special circumstances for an individual employee, you can manage this on the employee's record in their brought forward balance. Go to Employee record - Absence tab for further information. 

When you are happy that all the correct parameters have been set click run. 

Once you click run, the system will start to populate the new entitlements and calculate any carried forward entitlement. You will see a green progress bar moving as it goes through all the employees, once it has reached the end of the panel it has finished processing. 

Employees that have been calculate will show with a message of OK. 

Any employees that do not have a current entitlement plan will be shown as below, will not receive the new entitlement after this process is complete. You will need to go into their individual records and manually set them up. Go to Employee record - Absence tab for further information.

If you have other fixed absence entitlements, that require this calculation, simply select that type of absence from the dropdown and follow the above process.