Employees with identical start dates, working patterns, and holiday rules may experience discrepancies in pro-rated holiday entitlement. This can result in an employee not receiving the entitlement specified by the holiday rule in their holiday history, causing a mismatch in expected holiday awards.
This article also covers checking for holiday rule overrides in career history that can affect entitlement calculations.
Check continuous service date
The continuous service date should match the employee’s start date or be set to an earlier date (for example, if the employee transferred via TUPE).
Setting the continuous service date to a later date will prevent holiday entitlement from generating for that holiday year.
If the continuous service date does not match the start date or is set incorrectly, amend it manually.
Understand holiday rule overrides
The holiday rule assigned in the holiday history section is the primary rule used to calculate an employee’s holiday entitlement.
However, the holiday rule assigned within the employee’s career history record acts as an override and takes precedence over the holiday history’s holiday rule.
This override rule will be used for all entitlement and carryover calculations instead of the holiday history’s rule.
The override rule does not update the holiday rule name shown in the holiday history process, which can cause confusion.
Example;
If an employee’s Holiday History process assigns a holiday rule granting 30 days, but their career history record contains a holiday rule assigning 15 days, the holiday rule from the career history record will take precedence and be applied instead.
Check for holiday rule overrides in career history
Under Employees, click Employees, then click Career History.
Open the affected employee’s record and click the Career History tab.
Open the most recent career history record.
Check the Holiday Rule field.
If this field contains a holiday rule, it will be the rule used for entitlement calculations for the employee.
Export all holiday rule overrides on the system
Log in to the SelectHR Administrator Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR and log in.
Copy and paste the following SQL query into the export window:
SELECT
p.[Person Number],
p.[First Name],
p.Surname,
p.[Effective Status],
ah.[Appointment Number],
ah.[Start Date],
ah.[End Date],
ch.[Career Number],
ch.[Effective Date],
hr.[Holiday Rule]
FROM Person.Snapshot p
INNER JOIN Employee.[Appointment History] ah
ON p.[Appointment Number] = ah.[Appointment Number]
INNER JOIN Employee.[Career History] ch
ON ah.[Appointment Number] = ch.[Appointment Number]
LEFT JOIN Absence.[Holiday Rules] hr
ON ch.HolidayRuleNumber = hr.[Holiday Rule Number]
WHERE p.[Effective Status] = 'current'
ORDER BY p.[Person Number];
In the export window, click Options, then Paste SQL from clipboard.
Click Data.
This export will show all career history records for current employees, highlighting those with holiday rule overrides.
Expire a holiday rule override
Overrides cannot be expired or removed from an existing career history record.
To expire an override, create a new career history record with a more recent effective date without a holiday rule override.
The new record will take priority, effectively ending the previous override.