Schemes are created through the Company -> Holiday Schemes page.
Figure 1 – Company Holiday Scheme
Key Fields
- Scheme Type: This will determine how many working days are in a period (the standard types are, weekly equating to 5 days and monthly equating to 21.73 days). If Hourly is picked this will set up a Hourly Type scheme as described in the introduction and change the labelling on the page as appropriate.
- Days Accrued Per Period: This is the maximum amount of days that the employee will accrue if the worker works within the pay period (This figure can be overridden at employee level).
- Example: In this example you want to pay the statutory minimum of 28 days per year. This equates to 5.6 weeks. You cannot work while on holiday which means the working year is 46.4 weeks i.e days per period = 28/46.4 = 0.6035.
Therefore for each period a worker works 0.6035 days of holiday will be accumulated
- Hours Accrued Per Hour (Hourly Scheme Type): This is the fraction of an hour that will accrue for every hour worked
- Example: In this example you want to pay the statutory minimum of 28 days per year. This equates to 0.1207 of an hour, for every hour worked
Therefore for every hour worked a worker will accrue 7.24 minutes of holiday.
- Pay Elements. This allows the user to specify which pay elements are included in the calculation, both in working out whether the employee worked during a period and calculating the average pay rate. For example Basic Pay will be included in the calculation, whilst Bonus may not be.*
*Both payment and deduction pay elements can be selected (for non-hourly schemes). However holiday will only accrue based on their being pay against payment elements. If a worker has negative pay in a period this will not be included in the twelve week average rate calculation
Adding a pay element once the scheme is in use will recalculate the 12 week average. However this will not change the number of days/hours that have been accrued in closed periods
- Holiday Year Start Date: The worker’s holiday balance resets once the pay period start date passes this date. If this is left blank (and the Use Employee Effective Date is not set) the holiday due figure will not clear down.
- Use Employee Effective Date: Ticking this box signifies that the workers start date is used to determine the anniversary of the holiday year where balances are reset. Ticking this will disable the Holiday Year Start Date fields.
- Report in Weeks: Because many agency workers have no fixed work pattern their preference is to claim holiday in weeks. Ticking this will both show the worker’s holiday in weeks through their payslip and allow them to claim their holiday in weeks through the InTime application. It should be noted if that if holiday is to added directly into InPay through the absence screen or importer, days must be used. This option is not available for the hourly scheme type.