This guide is for: Admin and HR Users
This article provides a step-by-step guide on how to finish your holiday and calculate carryover.
You can only finish your holiday year once it has ended and the new holiday year has started.
If you currently do not allow carryover but wish to add it, this guide below can be followed before your new holiday year commences.
If your carryover was not set up on or before the last day of your previous holiday year, please see the guide below:
Finishing the holiday year and calculating carryover
Please only follow the steps in this guide if you had set up carryover on or before the last day of your previous holiday year.
Navigate to Configure > Settings > Absence settings > Holiday year.
Click the green 'Calculate carryover' button.
This action calculates and assigns any carryover leave, adding it to the new holiday allowance.
Once completed, you'll notice a grey 'Finished' icon next to the holiday year you just finished.
You may wish to then run the Holiday allowances report to verify your people are on the correct leave allowance.
Things to note
Manual adjustments made in a holiday year do not carry across to the next year. You can only make a manual adjustment to the holiday year you are currently in. If you have leave that falls outside of the carryover amount, you will need to make another manual adjustment in the new leave year.
You must ensure that all allowances are correct before finishing the holiday year.
If you have individuals that you do not wish to have leave carried over then they will need to be assigned to an allowance that does not allow carryover. If they are not assigned to this allowance the carryover will be applied in the new holiday year and the only way to remove this is to action a data purge.
Making manual adjustments to remove carryover may result in double deductions. Example: 5 days of carryover have been applied to an employee by mistake. These 5 days of carryover are set to expire in 3 months. You chose to make a manual -5 negative holiday adjustment against this employee. After the 3-month carryover expiry window, the original carryover is automatically removed. The employee would now have 10 days deducted from their holiday allowance in total (a -5 manual adjustment and -5 expired carryover).
FAQs
Q: What is backdated leave?
A: Backdated leave refers to leave entries for the current holiday year. Ensure all leave is entered before rolling into the new year.
Q: Do I need to finish previous unfinished years?
A: The previous years have passed and manual adjustments are likely to have been made. There is no need to action these now. Only finish the relevant year.
Q: What can I do to prepare for my holiday year end?
A: You can't finish your year until you roll into your new year. If you want to be organised, you can always make sure your people are on the correct holiday allowance, and check that they have the right amount of carryover. If they're not, you'll need to assign them to a new holiday allowance. If you're not sure how to do this, check out our guide below:
Q: Can I finish my holiday year early?
A: No. You can only finish your holiday year once the end date has passed. We recommend doing this on the closest day that occurs after the holiday year has ended.
Q: What happens to leave already booked for the new year?
A: Any leave that has been booked for the new holiday year will automatically deduct from the new allowance.
Q: How can I get carried-over leave to deduct from leave already booked for next year? A: Cancel and re-book leave to trigger the system to use the carryover.
Q: What if a mistake is made?
A: You're not able to roll back the system if a mistake has been made. You will need to correct any discrepancies with a manual adjustment.
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