If an employee's basic entitlement appears too high or too low, their working pattern has likely been misconfigured. Follow the checks below to identify and resolve the issue.
Check for a holiday rule override
An employee's holiday entitlement is determined by their current holiday history record. This can be set in the holiday history process.
However, a holiday rule override can be applied in the employee’s career history. If still active, it will take priority over the rule in their holiday history.
This is one of the most common causes of an incorrect holiday entitlement.
For example, if an employee’s holiday history record shows a holiday rule that awards 30 days of entitlement, but their career history record has a rule assigned awarding 25 days, the rule in the career history record will take precedence.
If you find a career-level holiday override, you will need to remove it and save the career history record.
Check the holiday pro rating
Click Absence, then click Absence.
Click Holiday History.
Open the employee's record and the relevant holiday history record.
Click the Pro Rating tab, then click the notepad icon.
Pro rating is based on the FTE/Holiday FTE values on the working pattern assigned to the employee’s career records during the holiday year.
Check that the FTE value matches expectations. If it’s too high or too low, you may need to update the working pattern.
Check for a basic entitlement override
Click Absence, then click Absence.
Click Holiday History.
Open the employee's record.
Open the relevant holiday history record.
Check that the Do Not Recalculate field is not ticked.
If this field is ticked, the entitlement has been manually overridden by someone within your organisation.
To fix this:
Either adjust the manually entered entitlement to the correct value, or
Untick Do Not Recalculate and save the record to allow the system to recalculate the entitlement.
Check and correct the working pattern
Click Employees, then click Lookups.
Click Pattern, then click Working Patterns.
Open the working pattern assigned to the employee.
Review the FTE/Holiday FTE values.
In most cases, these values should match.
If an employee is awarded their holiday in days, the Holiday FTE value will be used. If the are awarded their entitlement in hours, it will use the FTE value.
An FTE of 1.00 represents a full-time employee. Adjust the FTE accordingly if the employee works part-time.
Repeat this check for all working patterns the employee may have within the holiday year.
Check the continuous service date
Click Employees, then click Employees
Click Details.
Open the employee's record.
Click the Work tab.
Review the Continuous Service Date.
This date should match either the employee’s first appointment start date or, if they are a re-joiner, their current appointment start date.
If these dates do not match, it may cause an employee to receive the incorrect entitlement.
Holiday additions
If an employee's year-end holiday entitlement is incorrect, you will need to check if they are being awarded holiday additions
To check an employee's holiday additions, follow these steps.
Click Absence, then click Absence.
Click Holiday Additions, then select the employee.
From here, you may see additions for public holiday adjustments and length of service awards.
Negative carryover
If an employee's holiday entitlement looks lower than expected, it's worth checking for a negative carryover balance. This can affect the YTD Holiday Remaining and is sometimes overlooked.