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.
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 rule.
The override rule does not update the holiday rule name shown in the holiday history process, which can cause confusion.
Use a holiday rule override when an employee needs a different entitlement than standard policy for a specific period, such as acting up into a role with higher leave. It ensures the correct entitlement is applied without permanently changing their main holiday rule.
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 25 days, the holiday rule from the career history record will take precedence and be applied instead.
Check for holiday rule overrides in career history
To check if an employee has a career-level holiday rule override, follow these steps.
Click Employees, then click Employees.
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, this will be the rule used for holiday entitlement calculations for the employee.
If the Holiday Rule field is missing, you are likely to be accessing the system via a custom menu set that doesn't have the field on it. To check if this field has a value, make sure you log in via a standard HR menu set.
Export all holiday rule overrides on the system
To view all employees who have a holiday rule override set on their career history record, follow the steps below.
In the Admin 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.