Time off Convert
When changing an employee's time off meter from days to hours or vice versa, the process in itself does not take into account the meter and duration of the previous time off requests for the employee. With these records still showing as the old meter value, it will cause discrepancies on the time off allowance wheel and breakdown for the employee.
For example, an employee is entitled to 31 days, has taken 5 days, 8 mandatory days deducted and booked 10, leaving a true balance of 8 days.
For this employee I have then changed their meter from days to hours and entered their new annual leave allowance as 232.5 (31 x 7.5 hours).
As you can see below, in the taken (T) and booked (B) columns it is still showing the values in days (5 taken days and 10 booked days) whilst the Allowance, Mandatory days and True balance are shown in hours, which is both confusing and incorrect. In this instance the taken and booked values need to be amended to reflect their new, equivalent value in hours.
You can do this manually by editing the individual time off requests and in this case, change the original 5 days to the equivalent 37.5 hours
however, there is an option called 'Time off meter convert' that can amend these for you in bulk, which is found by going to
Administration > HR > Time off management > Time off meter convert
This automated process converts all existing time off requests from hours to days and vice versa, since the beginning of the employee current holiday year only.
When selecting this employee in the time off convert screen, you can see a breakdown of their time off records showing the duration in the current meter (days in this case) and then a proposed converted duration in the new meter (hours in this case).
Highlighted on the screenshot are existing time off records for 5 days and 7 days which the system suggests changing to 37.5 hours and 52.5 hours respectively, based on the employees working pattern of having a 7.5 hour working day.
The Converted duration field is an editable field so if there are any discrepancies with the Converted duration values, you can amend them to a value of your choosing.
When you are happy with all the converted values, click 'Convert all' to change them all in bulk. The Taken and Booked time off will be correctly shown as hours and the True balance will show the correct balance.
Please note: this process permanently changes the time off records and cannot be undone so you should ensure that the values are correct before confirming the conversion process.
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