This article is for Admin users
We understand the challenges of changing holiday allowance types for your people.
That's why Breathe now allows you to seamlessly change your employees' allowances from days to hours (or vice versa) while preserving all their historical data and saving you time.
Follow this article for a straightforward guide.
Step 1: Accessing the Holiday Allowances Settings
To begin, navigate to the holiday allowances menu in the More tab in your employee's profile.
Employee Profile > More Tab > Working pattern and Holiday allowances
In the overview tab, you will see the Change Holiday Allowance box
The Blue box underneath the green update button will inform you which holiday allowance type they are currently on.
Press the Click here option to change the allowance type
Step 2: Proceed with the holiday allowance unit change
Press the green Proceed button to begin the unit change process.
Please note that once this process has been completed, you will not be able to modify leave for previous holiday years. This action cannot be undone and is final.
You will now be taken to the Convert holiday units page.
Important: While this process is being completed, the employee will not be able to request a holiday. To discontinue this process, please click the cancel button rather than using the back arrow; otherwise, the employee's account will be locked, and they will not be able to request leave.
Step 3: Select their new holiday allowance
Choose the employee's new holiday allowance from the drop-down menu. If no options to choose from appear, this will mean that you need to create a new holiday allowance for them in the correct unit type (such as hours)
Step 4: Carry over
Once you have selected the allowance, you will need to convert the carryover amount to apply from their previous holiday year.
If the previous value (days) box states 0, this means you should add 0 in the new value box, as this means they do not have a carryover of leave from their previous holiday year.
Please note that when entering a value in the hours from the drop-down box, you will see minutes in 0.25 increments rather than 0.15 increments.
Important: If you type in the value, please enter minutes in increments of 0.25. 15 minutes is equal to 0.25
Step 5: Convert previously booked holiday
The last step is to convert their previously booked leave for your current holiday year.
You will be presented with a list of their holiday dates. This will cover...
Working time lost
Allowance used in current year
Allowance used in next year
Half-day start hours
Half-day end hours
You are required to calculate these figures and enter them into the white boxes under these headers.
In the example below, their Holiday allowance was in days, their leave booking was 9 days, for a 7.5-hour day this equates to 67.50 hours
Step 6: Press Change Holiday units for this employee
Press the Green " Change Holiday units for this employee" button.
You will be shown a warning asking if you are sure you would like to convert these records to hours
Press confirm to finalise the process
Please note that if you see a yellow banner appear at the start of this process, there is an issue that will need to be resolved before you can start.
The banner will highlight the issue to be resolved with a link to the area of the system to resolve it.
Examples of all the banners that can be produced are pictured below...
Please note that if you would prefer to change your people's Holiday allowance types from days to hours and vice versa, and would like to purge their data, you still have the option to do this. Please see the article below...
We're here to help
Any questions? Simply drop us a message using the chat feature at the bottom right of your screen 💬