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How to use the Holiday Pay reports on Birdie Analytics [beta]
How to use the Holiday Pay reports on Birdie Analytics [beta]

Use these reports to see your care professionals' accrued and taken holiday since the start of the holiday year.

Anjelica avatar
Written by Anjelica
Updated over a week ago

Please note: This feature is part of a beta. Please get in touch if interested in more information on this feature!

The Holiday Pay reports will now allow you to accurately pay your care professionals for the holiday that they have accrued while logging time via the Birdie app. Currently, this report defaults to a holiday year from April 1st - March 31st, but we have made it so we can support other holiday years. To do this, you will need to confirm your holiday year start date with your account manager.

Furthermore, the Holiday Pay calculations only include data available in Birdie. You may need to separately incorporate historical data in calculations of Holiday Pay. Please get in touch if interested in incorporating historical data into these calculations. 

How does the report work?

  • Holiday Pay legislation is currently being reviewed by HMRC which is why the below assumptions are important to note before using the report.

  • Currently, holidays cannot be rolled over between holiday years and can only be booked as full days, this means that you are not able to book partial days.

  • If a holiday is booked for a period of fewer than 7 days, the care professional is paid for each day. If the holiday period booked is for 7 days or more, then the care professional is paid based on their rolling average days per week worked.

  • Holidays are accrued based on 12.07% of hours paid (care, travel + wait time),
    (Including unpaid travel and wait time between visits). The Holiday Pay calculations work on the assumption that your agency is consistently running payroll on Birdie.

  • Averages are calculated using a reference period of the past 52 weeks worked, looking back no more than 104 weeks.

Please note: holidays are identified as periods of annual leave and absences booked in Birdie.

Please note: care professionals will need to have their employment start date listed in Birdie Agency Hub in order for their holiday pay to be calculated.


How to find the Holiday Pay Summary report

Start by going to the Holiday Pay Summary report. Here you will see a list of your care professionals and staff on the left-hand side.

You can use the filters at the top to search for a specific care professional or branch. If a care professional works for more than one branch they will show twice on the report if you have selected both branches.

The report will show you:

  1. Payment week start date -This is the amount of holiday accrued, this is done on a weekly basis.

  2. Total hours worked - Care time is added here once visits are confirmed for payroll. This is updated to include travel and wait time once pay runs are created. Visits discarded from payroll are excluded.

  3. Cumulative total hours worked- This is how many hours the person has worked since the beginning of the holiday year. Please note: April 1 - Mar 31 is the default holiday year unless another one is provided to your account manager.

  4. Accrued hours- This is 12.07% of hours worked which includes care, travel & wait time. This will include care time after visits have been confirmed for payroll and will be backdated to include travel and wait time (if you pay for this) once pay runs have been created.

  5. Already taken hours- This is the number of hours the care professional has already taken since the start of the holiday year. This is calculated by the sum of each day of holiday taken multiplied by the rolling average hours per day for the reference period leading up to the week in which the holiday was taken. Please note: This can only be booked in complete days and this only accounts for annual leave and does not include any other type of absence.

  6. Under/Over hours- This is the difference between how many hours have been accrued minus how many hours have already been taken.

  7. Accruable hours- This shows how many hours the care professional will save up between now and the end of the holiday year. Please note: this is a projection, based on current averages of hours worked.

  8. Future booked hours- How many holiday days the care professional has booked in the future multiplied by the current average hours worked per day.

  9. Average weekly days and hours- The average days per week that the care professional has worked within the 52-week reference period.

  10. Paid and unpaid hours worked for care, travel and wait time- This is the average hourly and daily rate for that specific care professional shown in pounds per hour. This is within the 52-week reference period. Please note: this is calculated from hours worked and paid within the 52-week reference period and requires pay runs to be created in order to be accurate.

  11. Future bookable hours- This is an overview showing the projected hours that a care professional should be able to book as holiday in the current holiday year. This is based on their current surplus (or deficit) of accrued holiday and accruable hours minus any future booked hours.


How to find the Holiday Pay Summary for Payroll report

You will use this report to identify how much care professionals are to be paid for holidays taken. This report will specifically show you the calculated holiday hours and pay for care professionals.

Start by going to the Holiday Pay Summary for Payroll report. Here you will see a list of your care professionals and staff on the left-hand side.

You can use the filters at the top to search for a specific care professional or branch. If a care professional works for more than one branch they will show twice on the report if you have selected both branches. The time frame can also be filtered at the top of the report using the Holiday Date filter.

This report will show you:

  1. Total Holiday (Days)- This is the total proportional days of holiday taken.

  2. Total Holiday (Hours)- This is the total hours of holiday taken, based on the rolling average hours per day.

  3. Total Holiday Pay (£)- This is the total holiday pay calculated in GBP. Please note: that payruns need to have been created for all visits prior to the day of holiday for this calculation to be correct.

Please note: You can click on the number of hours or pay to see a row for each day.

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