End of Absence Year

The End-of-Absence Year process is completely automatic.

At the beginning of the new Absence Year, the system adds any Holiday Increment to Holiday Entitlement, then adds that and Holiday Brought Forward together to calculate Holiday Total this Year which is the total amount of holiday days/hours that the employee can take in that Absence Year.

  • Holiday Entitlement is always the full entitlement

  • Holiday Total this Year is the pro-rata'd amount and it will automatically go to the full entitlement at the end of the Absence Year in the end of year process

  • Absence Year updates automatically is only set once. This can be set for the whole company or per employee (please speak to Support for more information)

These fields can be manually edited at any time if they appear incorrect by anyone with Modify access to this employee's Contract tab.

Check System Tools >> Utilities >> Absence >> Pending Requests to ensure there are no pending requests, as these cannot be approved once the new Absence Year begins.

A breakdown of the "life cycle" for holiday totals is as follows (with examples in brackets):

  1. Create a New Starter and set their Absence Year, if appropriate (e.g. 1 Jan 2022 - 31 Dec 2022).

  2. Set the Holiday Entitlement to the full entitlement (22 days).

  3. Set the Holiday Total this Year to the pro-rata'd amount (16.5 days).

  4. The employee can now only take up to 16.5 days holiday between their Cont. Service Date and the 31st of December 2022.

  5. On midnight of the 31st of December 2022, an automatic calculation is run and you do not have to do anything. This is the End of Year Process.

  6. The Absence Year automatically changes 2022 to 2023.

  7. The Holiday Entitlement will add any Holiday Increment rules if appropriate. (e.g. 22 + 1 = 23).

  8. If there is any unused holiday and a Holiday Brought Forward rule is set then this will update the Holiday Brought Forward field. (e.g. 0 + 2 = 2).

  9. The Holiday Total this Year adds together the Holiday Entitlement and Holiday Brought Forward (e.g. 23 + 2 = 25).

  10. So it is now January 1st 2023 and the Absence Year and Holiday Total this Year are up to date and you do not have to do anything except maybe make a few spot checks and the employee will have 25 days of holiday to use between 1st of January 2022 and the 31st of December 2022.