End of Absence Year overview

The End-of-Absence When an employee or worker is absent from work. This can be for a variety of reasons. Year process is completely automatic.

At the beginning of the new Absence Year, the system adds any Holiday Increment to Holiday Entitlement. The system adds this total to the Holiday Brought Forward to calculate the Holiday Total this Year. This is the total holiday amount in days/hours the employee can take in the Absence Year.

  • Holiday Entitlement is always the full entitlement.

  • Hol. Brought Forward- If you have any brought forward rules, the system adds them up to the maximum.

    The same applies if setting a maximum number of hours, the difference being the rules look at the number of hours rather than the number of days. Day rules apply to employees with their absence calculated in days, and hour rules apply to employees with a work pattern based on hours.

  • Holiday Total this Year is the pro-rata'd amount and it will automatically go to the full entitlement at the end of the Absence Year in the end of year process.

  • Absence Year updates automatically and is only set once. This can be set for the whole company or per employee (please speak to Support for more information).

Anyone with Modify access to this employee's Contract tab can edit these fields at any time if they appear incorrect.

Go to System Tools > Utilities > Absence > Pending Requests to ensure there are no pending requests, as you cannot approve these once the new Absence Year begins.

A breakdown of the "life cycle" for holiday totals is as follows (with examples in brackets):

  1. Create a New Starter and set their Absence Year, if appropriate (e.g. 1 Jan 2024 - 31 Dec 2024).

  2. Set the Holiday Entitlement to the full entitlement (22 days).

  3. Set the Holiday Total this Year to the pro-rata'd amount (16.5 days).

  4. The employee can now only take up to 16.5 days holiday between their Cont. Service Date and the 31st of December 2024.

  5. On midnight of the 31st of December 2024, an automatic calculation is run. You do not need to do anything. This is the End of Year Process.

  6. The Absence Year automatically changes 2023 to 2024.

  7. The Holiday Entitlement adds any Holiday Increment rules if appropriate. (e.g. 22 + 1 = 23).

  8. If there is any unused holiday and a Holiday Brought Forward rule is set, the Holiday Brought Forward field. (e.g. 0 + 2 = 2) updates.

  9. The Holiday Total this Year adds together the Holiday Entitlement and Holiday Brought Forward (e.g. 23 + 2 = 25).

  10. So, it is now January 1st 2025 and the Absence Year and Holiday Total this Year are up to date. You do not need to do anything, except make a few spot checks. The employee now has 25 days of holiday to use between 1st of January 2024 and the 31st of December 2024.