5. Additional Scenarios

Occasionally there may be a requirement to make an amendment to the automatic holiday accrual (for example adding an additional accrual value when a worker is absent). This can be done via the Pay -> Adjustments screen or the Employee One-Off Payments Importer by adding a value in the Amount field against the pay element Additional Holiday.

Migration

When migrating a new client onto InPay the system will require previous periods pay (52 for weekly) in order to correctly calculate the average rate. To enable this, a new importer has been created called Employee Holiday Take On. A template can be downloaded which will include all the current workers on the payroll and any pay previously imported.

When populating this file please ensure that

1) The most recent pay is entered into period 1.

2) Only pay that accrues holiday should be included. This means the amount may differ from Gross Pay.

3) Weeks where the worker does not accrue holiday should not be included in the file. For example if the worker is migrated having worked for 60 weeks, but no pay had been received in 8 of those weeks, then Period1 through to Period52 should be populated with those weeks where pay was received 

Also in the import file are fields to populate the respective hours for each of the last 52 periods.

Mistimed Payments (N/A to Hourly Type)

Any clients configured for out of step timesheet functionality will accrue holiday based on this, so for example a weekly worker that has 2 weeks of timesheets paid in one week will accrue 2 weeks holiday (provided that holiday hasn’t previously been accrued for the specific period).

The calculation of average rate will also take into account mistimed periods.

Partial Period Accrual (N/A to Hourly Type)

InPay will accrue a partial period where holiday is claimed and the employee works in the same period. So for example if a worker that is weekly paid and takes 2 days holiday in the week and the employee also submits a timesheet they will accrue 3/5 of the normal value. If the holiday entered crosses multiple pay periods then InPay will assume a Monday to Friday work pattern and adjust the accrual accordingly.

It should be noted that holiday already accrued for a worker in a closed period will not be reduced if a subsequent late holiday request is received for that committed period.

Changing Worker Payroll

On occasion a worker’s pay frequency may be changed, for example from being paid weekly to monthly. If the worker is already on a holiday scheme this will result in the following

1) The user will be asked to specify a holiday scheme that has a type equivalent to the new pay frequency (N/A to Hourly Type)

2) Any migrated pay imported (see Migration) will be deleted

3) The average rate will only be calculated on pay on the new payroll. Under this scenario the user will have the option of re-importing figures (see Migration) for use in the calculation.

Overwriting the Accrual Rate

The rate which InPay accrues holiday is stored at scheme level and can be overridden against the worker. However the rate can also be overridden at placement level and is sent with the timesheet. This allows holiday to accrue at different rates*

*Please note that this is only applicable to the Hourly type scheme. For the day based scheme the accrue set at a Company or Worker level will always be used.