This guide is for Admin and HR users.

Is your holiday year ending soon? In this guide, we'll run through the steps you need to take to finish your holiday year in Breathe.

What you need to do depends on whether you allow carryover (unused leave to be carried forward into your new holiday year) or not.

Breathe automatically resets your people's holiday allowances on the first day of your new holiday year. You are not required to take any action for this to happen.

If your company does not offer a carryover policy and your holiday allowances don't have carryover set up in them, then you do not need to close your holiday year by actioning the calculate carryover feature in your account.

If your company does offer a carryover policy and your holiday allowances do have carryover set up in them, then you must use the calculate carryover feature when your new holiday year has started to calculate your people's carryover.

The calculate carryover button is located in your settings Configure > Settings > Holiday years.

Clicking on this will calculate any carryover to be applied to the new holiday year for your people.

We've created a handy flowchart to help you identify the steps you need to take to finish your holiday year...

Click the option below that applies to your organisation to be taken directly to that part of the guide.

Section 1. I don't allow carryover

Section 2. I'm setting up carryover for the first time

Section 3. I'm happy with the carryover set within my account- I want to finish my year

Section 4. I only need to change the amount of carryover for my employees

Section 5. I need to change the carryover duration (time frame to use carryover within)

Section 6. I need to change both the amount AND the duration of carryover

Section 7: FAQ's

Great news- Breathe will take care of this for you.

The system will automatically refresh your holiday allowances on the first day of your new holiday year based on the holiday allowances your people have been assigned, so no action is required.

If you need to correct any discrepancies, if you're a HR user you can simply make a + or - adjustment on the user's profile once you've entered your new holiday year.

To set up carryover, you'll need to create a new allowance that allows it (you can't edit an existing allowance that's in use). You'll need to do this before your new holiday year has begun.

Step 1: Create a new allowance by clicking on the + icon under holiday allowances.

Step 2: Fill in the allowance information, including your carryover details, then create the allowance.

Step 3: Assign the new allowance to your people. You can do this either by heading to their profile > More > Working pattern & holiday allowance, or by using the bulk assign tool within your People list.

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​Step 4: Approve all existing leave requests and check your holiday allowance report to make sure your allowances and carryover information is all set up correctly. We also advise running the outstanding leave request report, too.

Step 5: Finish your holiday year by clicking the 'calculate carryover' button.

Already happy with the carryover that's set up in your account? Simply follow steps 4 & 5 in the last section to check your information is correct and to finish your holiday year.

For further advice, here's a useful guide:

If you need to make changes to your carryover, please read on...

You'll need to do this before your new holiday year has begun.

Step 1: Create a new allowance via Configure > Settings > Holiday allowances

Step 2: Assign the allowance to your people. You can assign the new allowance by either heading to their profile > More > Working pattern & holiday allowance

or by using the bulk assign tool within your People list.

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​Step 3: Approve all existing leave requests and check your holiday allowance report to make sure your allowances are all set up. We also suggest running the outstanding leave request report, too.

​Step 4: Finish your holiday year by clicking the 'calculate carryover' button.

Step 1: Create an allowance to increase your carryover window. You can create allowances via Configure > Settings > Holiday allowances

Step 2: Now you can assign and schedule the new Holiday allowances to start on the first day of your new holiday year using our new scheduling changes feature.

You can do this on their profile under More > Working pattern & holiday allowance or by using the bulk assign feature on your People list.

Important: Due to this potentially affecting allowances in your current holiday year you must schedule the new Holiday Allowances to start on the first day of your new holiday year and not before.

Step 3: As you're now in your new year, you'll need to finish your holiday year by clicking the 'calculate carryover' button.

Our advice in this situation would be to make a manual adjustment to employees' profiles in your new holiday year and to not finish your holiday year (as this is not a required step).

In your new holiday year, your people's available allowance will reset to their default amount.

Step 1: Remaining allowance from the previous year:

​​Any remaining allowance from your previous year can be found within the holiday allowances report.

Step 2: Making a manual adjustment

​​You can do this by visiting their profile > leave and adjusting as shown below:

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All manual adjustments made will show on your people's profiles for the remainder of the holiday year. You can't set a duration window on an adjustment.

Making manual adjustments is another way of reflecting carryover on your employees' profiles.

If you are reflecting carryover this way, you won't need to click the 'finish holiday year' button, as this will cause duplication of carryover.

Q: How do I set up carryover within a holiday allowance?

A: This is detailed in the guide below:

Q: What does calculating carryover and finishing the holiday year do?

A: The action of finishing the holiday year calculates carryover and assigns it to next year's allowance. If you do not allow carryover then there are no actions needed.

Q: There are previous unfinished years, do I need to finish these?

A: Our advice would be to leave it as it is. 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: Can I finish my holiday year early?

A: No. You are only able to 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. The action to do this before the holiday year has finished will not exist.

Q: What happens to leave that is already booked in the new holiday year?

A: Any leave that has been booked for the new holiday year will automatically deduct from the new allowance. If leave has already been booked and you want this to deduct from the carryover, you will need to cancel and rebook the leave once the carryover has been generated.

Q: Can I reflect longer than a 12-month carryover duration within my holiday allowances?

A: No. You can only reflect carryover durations of up to 12 months within Breathe.

Can I reflect more than 365 days carryover duration within my holiday allowances?

A: No, you can only assign up to 365 days within Breathe

Q: What happens to previous holiday?

A: All previous taken leave will still be visible, you do not need to remove these from the profiles as they are there for historical use, there is a filter that can be used to show current year only if you wish.

Q: Does calculating carryover and finishing the holiday year also reset the sickness for my people?

A: Finishing the holiday year will not reset sickness as this is based on a 12-month rolling period. This is how the Bradford factor is also calculated.

Q: What if I've made a mistake?

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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