How do I set up a part-time employee's allowance?
To set up a holiday allowance for a part-time employee, you will need to firstly calculate their pro-rata holiday entitlement. Our holiday calculator can help you with this, as we're not able to assist with leave calculations for your employees.
Once you have this figure, you can simply create your part-time employee's holiday allowance and assign it to the employee.
You'll also need to create them a suitable working pattern that reflects the days of the week that they work, too. This guide can help if you get stuck.
Please note that Breathe will not pro-rata a full time holiday allowance for employees with a part-time working pattern: you will need to tell the system what the employee is entitled to by entering this information.
Can holiday allowances reflect length in service?
Yes, you can create an allowance set to increase each year with length of service, if needed. Please note that any increases to employee's leave allowance will occur on the first day of the new holiday year, not the persons' work anniversary.
Why is the holiday allowance not showing for the employee to be assigned?
This will more than likely be if the allowance does not match the current allowance i.e the new allowance is set in days and the old in hours. You will need to purge the old data to remove any historical records to allow it to recognise a new allowance without conflict. Please note: Only an Admin user can perform purging actions
What happens if I change an allowance part way through the year because the work pattern has changed?
You will need to make sure the work pattern has been changed also to reflect the change of hours/days. You are unable to schedule a date for changing patterns so it is advisable to make the change the day that the work pattern changes or as close to this date as possible. Once you have changed the work pattern and assigned a new leave allowance it is recommended that you check any future leave booked to ensure it has recalculated. If it hasn't you will need to cancel and re-book the leave to jog the system to recalculate.
Why can't I delete an allowance?
This will be because the allowance has been used/is in use and has future leave booked against it. In this instance it is advisable to create a new leave allowance and assign it to the employee. Top tip: Create the leave allowance for a full year and then manually adjust to reflect what is remaining for the year.
That way when the new leave year starts and the holiday year has been finished they will be assigned a full years' allowance rather than having to create another. To work out how much allowance they are entitled to, you can use this handy calculator:
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