This guide is for Admin/HR users.
We've created this guide to assist you in navigating the process of changing your holiday year. Before you proceed, take note of the following:
Only the admin user can perform this action.*
The holiday year reflects a 12-month period. Any adjustment will result in the 12 months moving backwards or forward.
Changing the holiday year will erase all adjustments apart from TOIL, but booked holidays will remain, including TOIL if it has been added to the employee's Holiday Allowance as an adjustment. Ensure you have a record of adjustments before beginning.
Altering the holiday year impacts all previous years retrospectively, previous data will change.
When looking to change your holiday year, ensure your new intended holiday year has begun before initiating the change. Once confirmed, pro-rata the amount between the start of your existing holiday year and the new one.
Holiday year calculator
We have a helpful tool to simplify your pro-rata calculation:
Add the total amount of holiday the person gets allocated each year
Enter the number of months between the start of your old and new holiday years.
Steps:
In our example, let's consider changing from a current holiday year of January to December to April to March.
Remember, wait until your new holiday year start date has begun before making this change (April in this example).
1: Calculate the pro-rata leave entitlement for the months added to the new holiday year.
This will be the point between the beginning of the old Holiday year start date (January in this example) through to the beginning of when the new holiday year begins (April in this example).
Note: Jot this figure down but do not make any adjustments to the allowance at this point. If you're having trouble calculating the pro-rata amount use our helpful Holiday tool here: Breathe Holiday Calculator
2: The Leave overview report.
Run the leave overview report from January to March of the current holiday year.
This report can be ran by going to: Reports > Absence reports > Leave overview
Make a note of any leave taken during this period.
3: Change the holiday year.
You can change the holiday year by going to: Configure > settings > absence settings > holiday year
*Please see below if your company uses carry over
4: Make an adjustment to the employee allowance.
Adjust the allowance for the amount calculated in Step 1 minus the taken amount in Step 2.
e.g
If the pro-rata amount calculated = 5 days
and taken leave = 3 days
then 5 minus 3 = 2 days to be added.
What if we allow carryover for our staff?
Run the holiday allowance report to determine if carryover has been applied to each individual by going to: Reports > Absence reports > Holiday allowance
Add this amount to the pro-rata figure calculated in Step 1, excluding any expired carry-over that wasn't used.
Before changing the holiday year (Step 3), generate a temporary holiday allowance without carryover and move employees to this allowance. This prevents the system from auto-generating carryover during the holiday year change.
Change the holiday year and assign employees back to their original allowance, then proceed to Step 4.
Here are some related guides that you may find useful:
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