When you have a new starter and you are entering their holidays per year you should enter the total holidays they are entitled to in a normal full year. The system will prorate this based on their start date, contract end date, total entitlement and when you have set the start of your holiday year to be.
If a prorated allowance is entered into the system instead it will be prorated further as if it were a full years allowance, this will lead to the employees allowance being lower than expected.
The option to prorate timeoff for new starters is only available when using a timeoff type that pulls from an individual allowance. This is done through:
Administration -> HR -> Time off management -> Time off types
Editing a time off type by clicking Actions -> Edit will give you the option of whether you would like to prorate timeoff for new starters.
However, this option will only appear when 'individual allowance' is selected for the 'Deduct from employee allowance?' field.
Note on part-time workers
If you have a part-time employee then the system will still prorate their allowances using their start and end date BUT not based on their working days hence you need to calculate their normal annual entitlement.
When adding a new employee in the middle of a holiday year you should ensure you enter their normal annual balance and not the prorated balance, as the system will automatically prorate the balance looking at their start date and the start of holiday year.
- John starts work on 11/07/2014 and is entitled to 20 days in a full year.
- The holiday year starts on 01/04/2014.
- 11/07 - 01/04 is 101 days
- 101/365 days is 27.67%
- John is entitled to 72.33% of his normal allowance which leaves him entitled to 14.46 days which we will then round depending on your settings for rounding time up
If you had entered 15 in the first place as his allowance, John would now show as only being entitled to 10.85 days which is obviously wrong additionally, you would then have to change his allowance at the beginning of the next year to his normal full value.
To see a breakdown of the mid-year start/leaver proration calculations please click here.
Please Note: time off allowances will show no value until a new starter's start date has passed, until then no value is displayed.