Carryover is the term used for allowing unused leave to be taken from one holiday year into the next.
If you allow your people to roll forward holiday over into the next year or to take holiday from next year's allowance, then you will need to set up an allowance that allows carryover.
See important things to look out for towards the end of the guide.
How to create a holiday allowance with carryover
To set up a holiday allowance allowing carryover, navigate to Configure > settings > absence settings > holiday allowances > +
Complete the form and select 'Yes' for the carryover section. You will be prompted to enter the number of days allowed to be carried over to the next year and the timeframe within which they must be used.
Note: Carryover days must be used within the specified timeframe. Leave booked outside this period will be taken from the regular allowance, not the carryover.
You can set a maximum of 12 months for the 'Use carryover within' and 365 days in the 'amount of carryover' settings.
Negative carryover is when you allow the employee to borrow a certain number of days from the next holiday year to use in the current holiday year.
The carryover will only appear if the person was assigned a holiday allowance that allows carryover before you roll into the new holiday year.
When is carryover generated?
Carryover won't show on the Leave tab until the 'Finish year' button is clicked by going to Configure > settings > holiday years. The guide below details this further:
When can carryover be used by?
The Breathe system detects when the 'use by' date of carryover is approaching and if this date is only a few days away, you will see the carryover entitlement reducing as the system recognises that there are only this number of working days left until the cut-off date.
Example: Employee A has 3 days carryover to use by the end of March. They have not used any of these days yet. As the end of March approaches, they will see the carryover entitlement reduced to 2 days on the 30th of March and to 1 day on the 31st as there is only this time left in which they can use his carryover.
You may also notice that the 'use by' date differs per employee. This is because the 'use by' date takes the employee's working pattern into account.
Example: If the end of the carryover window finishes on a Friday, but the employee's working pattern includes working hours from Monday to Thursday, the 'use by' date will be calculated until Thursday since this is the employee's last working day before the carryover window expires.
Why is carryover showing incorrectly?
If carryover doesn't display the expected amount, it may be due to the employee being assigned a new holiday allowance after the past holiday year finishes.
The holiday allowance that was allocated to the employee when the past holiday year was completed will determine how much carryover is applied to the employee based on any carryover settings that have been set within the Holiday Allowance.
It is also worth noting that any manual adjustments that were made to an employee's holiday allowance within the past year do not carry over.
Adding carryover when the new holiday year starts
Carryover cannot be assigned when the holiday year begins. Instead, manually adjust an employee's holiday allowance to provide additional holiday.
Please note, the system will not remove this adjustment automatically as you are unable to set an expiration on manual adjustments.
Important things to look out for:
Manual adjustments made in a holiday year do not carry across to the next holiday year. You are only able to make a manual adjustment to the holiday year that 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 will need to complete the steps in the above guide to finish your holiday year to allow the system to calculate the carryover correctly. If you do not finish your holiday year the carryover will not be generated.
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.
If a manual adjustment is made to remove the carryover in the new holiday year a double deduction will occur as when the carryover expires this will also reduce the allowance by the same amount.
If you need to edit carryover within an allowance that employees are assigned to, you will either need to create a new holiday allowance or follow the steps in the guide below:
Example: 20-day allowance and 5 days carryover, a manual adjustment of -5 is made to remove these days, they system will also count down these days as they become unused at their expiration date, when this date passes these 5 carryover days will have also deducted from the allowance meaning a 10-day deduction in total -5 manual adjustment and -5 expired carryover.