If your RSM InTime system is 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.

Applying a holiday scheme to a worker

AWR rates

Applying holiday schemes and historical information

Creating a holiday claim

Submitting a claim

Reviewing a holiday claim

Deleting a claim

Holiday claims: separating the approval and export process

How do workers accrue holiday?

As timesheets are exported, InPay stores the amount of holiday accrued for the worker based on the applicable holiday accrual rate. When the worker has accrued 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. This is within the system configuration cog, InPay settings and InPay export configuration and ticking the box: workers can make holiday claims.

Please note: this is generally discussed within your implementation. If you wish to change any settings for holiday configuration, we would recommend you speaking to support in the first instance.

Applying a holiday scheme to a worker

When creating PAYE workers, you will firstly need to select a payroll in the main tab, this will determine the holiday schemes that are available for this worker. Hourly holiday schemes are available for all payrolls but only weekly holiday schemes are 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.

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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.

Applying holiday schemes and historical information

If you are using the holiday schemes for the first time and require to upload schemes and import holiday history for workers this can be done using importers within InPay. For further information go to payroll process steps overview and to points 5 & 6 in the migration tasks. You can also review holiday scheme in InPay for further information.

Creating a holiday claim

When a worker has accrued or carried forward some holiday they will be able to make claims up to the existing balance. For workers, this is accessed under Pay in the top menu heading and holiday claims. A list of any existing holiday claims are shown, with an edit button. If your holiday has been exported you will only be able to view the details, if your holiday has yet to be processed then you will have the ability to change it, or delete it if not needed.

To create a new claim click request holiday.

If you are an administrator, you can claim holiday on behalf of a worker using the dropdown next to the edit button. Go to profiles, workers and find your worker.

The holiday claim screen will show the following information which is 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.

You can enter a comment, then select the start and end dates. Then enter how many hours holiday will be claimed. You will then see the the estimated amount show, this amount will change if you change the hours.

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.

Click create claim when ready. Please note: This does not send the request you will need to follow the next steps to submit the claim.

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Submitting a claim

You will then see the hours pending shows the hours you have just entered. At this point you can still make changes and click update. If you are ready click submit claim.

Alternatively, if you no longer require the claim, click delete request.

Reviewing a holiday claim

When a worker submits a holiday claim it appears for approval for administrators. Holiday claim approvals can be accessed from the pay menu, or if you have the dashboard widget holiday claims enabled you can access directly from the widget. To access your dashboards settings, go to the system configuration cog, and in the appearance section select dashboard settings. Make sure your holiday claims widget is in the righthand box.

You can click edit to view the individual holiday details, or if you are happy you can use the tick box and then click approve claims. If you want to approve multiple holiday claims at the same time, simply tick each box against the appropriate holiday claim and then hit approve claims. Please note: if you wish to delete or reject a claim you must go into each claim individually.

Within each individual holiday claim, you will have the option to approve, reject and delete.

If you are rejecting the holiday claim, you must enter a comment to advise the worker why.

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.

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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 within InPay. Go to employee holiday scheme for further information on how to handle holiday schemes in InPay.

Holiday claims: separating the approval and export process

You can manually approve and export holiday claims separately into our PAYE Module. If you wish to have this functionality enabled, please contact our Support Team .

Once enabled within your holiday claims page from your pay menu, tick the holiday claims you wish to action within the select column and click approve or export claims.

Individual claims can also be exported by clicking export request as below:

Within the holiday claims page you will find all the relevant data regarding the processing of your holiday. Including exported date, exporter first name, & exporter last name.

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