Difference between revisions of "Dealing with employee holidays in Platinum Payroll"

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This article describes how to keep track of employee's paid time off in Platinum {{PR}}.
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== Summary ==
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This article describes how to keep track of employees' paid time off in Platinum {{PR}} including allocating holidays and recording days used.
  
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== More Information ==
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This article explains how to configure the holidays available to your employees and how to record days used to adjust their available balance.
  
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== More Information ==
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== Configuration ==
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=== System Configuration ===
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=== Payroll Defaults ===
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Employee holiday days in Platinum can be configured in two ways:
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Go to {{Menu|Systems|Report & Settings|Maintenance Options|System Administrator|Platinum Settings}}.
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* The holiday days an employee has left at the end of the year can be carried forward into the next. To enable or disable this feature go to {{Menu|{{PR}}|Payroll Parameters/Maintenance|Payroll Parameters|Company Parameters|General Company Details}} and set {{DataPrompt|Carry Days Forward?}} to {{DataValue|Y}} or {{DataValue|N}} as required.
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*Enter {{DataPrompt|Default Holiday}}.
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* The start date of the holiday year can be configured. This is the date on which employees receive the next year's holiday days entitlement (with roll-over from previous year, if enabled). Enter the day and month into {{DataPrompt|Holiday Year Start}} on the same screen.
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* Enter the {{DataPrompt|Default Holiday Days}} for your business. This can be amended per individual employee.
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* At {{DataPrompt|Carry Days Forward}}, set the flag to indicate whether you allow unused days to be carried forward across a holiday year end.
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* Enter the day and month of the {{DataPrompt|Holiday Year Start}}.
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At the start of each year the employee available days will reset to the default or will add to any unused days, depending on your settings.
  
 
=== Employee Configuration ===
 
=== Employee Configuration ===
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To set the number of holiday days an employee should have each year:
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Go to {{PayrollMaintenance|Add or Edit Employees}}.
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* Bring up the property screen for the employee, from the menu {{Menu|{{PR}}|Payroll Parameters/Maintenance|Payroll Parameters|Employee Amendments}} or from {{KeyPress|S-F10}} in {{Menu|Run Payroll}}.
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* Enter an employee name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* Enter the number of days holiday the employee should have each year into {{DataPrompt|Holiday Days per Year:}}.
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* Select the employee and click {{Button|Edit}}.
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* Enter this employee's default holiday days in {{DataPrompt|Holiday Days per Year}}.
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* At {{DataPrompt|Remaining at year end}}, if necessary enter the number of days they had remaining at the end of the previous holiday year. This will be updated automatically at the end of each year if you record holiday days taken.
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=== New Starters ===
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Holiday entitlement will be available to new starters on the first payday on or after the holiday year start.
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If an employee starts part way through the holiday year, you will need to enter an adjustment to record their entitlement for the remainder of the year.
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* Go to {{PayrollMaintenance|Add or Edit Employees}}.
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* Enter the employee name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* Select the employee and click {{Button|Edit}}.
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* Press {{KeyPress|F8}}.
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* If you have already posted an adjustment for the employee, e.g. P45 details, click {{Button|Add}} else click {{Button|Other}}.
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* Enter the {{DataPrompt|Payment Date}} for the current period.
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* Enter {{DataValue|Holiday Days}} into the {{DataPrompt|Comment}} field.
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* Click into the {{DataPrompt|Holiday Days}} field and record their current entitlement as a negative value. This field stores the number of days ''taken'', so to ''give'' some days you must enter a negative number.
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{{Example|text=To give a new starter 8 days, enter {{DataValue|-8}}.}}
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* Click {{Button|Done}} and {{Button|Accept}} the posting.
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== Recording Holiday Days ==
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When you are in the period during which the holiday days are to be taken:
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* Go to {{Menu|{{PR}}|Run Payroll Period}}.
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* Select the relevant frequency and click {{Button|OK}}.
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* Select the employee then press {{KeyPress|A-F7}}.
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* Enter the number of {{DataPrompt|Holiday Days taken}}.
  
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=== Holiday Days Available ===
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{{Tip|text=To add days on e.g. if an employee accrues additional days, enter the number to add as a '''negative''' value.}}
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To see how many days holiday an employee has available:
 
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* From {{Menu|Run Payroll}}, or the employee property screen, press {{KeyPress|S-F5}} to view the employee's summary.
 
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* Or, from "Run Payroll", press {{KeyPress|A-F7}} to view the "Holiday Entry" screen.
 
  
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=== Using Holiday Days ===
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=== Holiday Pay ===
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When an employee is about to take a holiday, record the number of days taken like so:
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You may wish to create a [[How do I set up employee payment defaults?#Payment rates|Pay rate]] or [[How do I set up payroll adjustments?#Example 1: Holiday Pay|Adjustment]] to enter an amount to pay in advance.  
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* From "Run Payroll" press {{KeyPress|A-F7}} to open the "Holiday Entry" screen.
 
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* Enter the number of days taken into {{DataPrompt|Holiday Days:}}.
 
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* If a weekly paid employee is off for a whole week then you should enter these holiday details in the week prior to their holiday, and move up to {{DataPrompt|Periods to Advance:}} to enter the number of weeks the employee will be away. This will add those weeks pay into the current week and automatically exclude them from the following weeks.
 
  
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=== New Starters ===
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Alternatively if your payroll is on a weekly basis you may wish to advance their pay for a number of periods (weeks). Please be aware they will then be excluded from the relevant number of periods.  
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An employee's yearly holiday days entitlement will be available to them from the first payday on or after the holiday year start. For new employees starting part way through the year though this means they will not be given any holiday days automatically until the start of the next holiday year. To manually give a new starter their holiday days entitlement for the remainder of the year:
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* Move to {{DataPrompt|Periods to Advance}} and enter the number of whole weeks the employee will be away. Their pay for those weeks will be added to the current week and they will automatically be excluded from the relevant number of periods.
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* From {{Menu|Run Payroll}}, or the employee property screen, press {{KeyPress|F8}} to enter an adjustment.
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* If you wish to amend their pay for the weeks they will be on holiday, press {{KeyPress|F5}} and amend the values shown.
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* ''If this employee already has some adjustments'' the "Adjustment Selection" window will pop up. If so, press {{KeyPress|F6}} to add a new entry.
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* Click {{Button|Close}}.
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* Enter the payday into {{DataPrompt|Date:}} and {{DataValue|Holiday Days}} into {{DataPrompt|Comment:}}.
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* Go down to {{DataPrompt|Holiday Days}} to enter the number of days holiday to give. This field stores the number of days ''taken'', so to ''give'' some days you must enter a negative number.  
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{{Warning|text=If using this option they will not be included in your payroll until the number of weeks entered has passed. A simpler option is to run the payroll as normal and each period enter the number of days used.}}
  
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{{Example|text=To give a new starter 8 days enter {{DataValue|-8}}.}}
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== View Holiday Days Available ==
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Go to {{PayrollMaintenance|Add or Edit Employees}}.
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* Enter the employee name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* Select the employee and click {{Button|Edit}}.
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* Press {{KeyPress|S-F5}} to view an Employee Summary.
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* Alternatively from {{Menu|{{PR}}|Run Payroll Period}}, select the relevant period and click {{Button|OK}}
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** Select the employee in the list and press {{KeyPress|A-F7}}.
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** The {{Tab|Holiday Entry}} screen will display {{DataPrompt|Days Remaining}}.
  
 
== See also ==
 
== See also ==
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* [[How do I Set a Default Amount of Holiday for Employees?]]
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* [[How do I set a default amount of holiday for employees?]]
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* [[How do I Run a Payroll Period?]]
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* [[How do I run a payroll period?]]
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* [[How do I Close a Payroll Period?]]
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* [[How do I close a payroll period?]]
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* [[How do I Add a New Employee to the Payroll?]]
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* [[How do I create an employee in the payroll?]]
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* [[How do I Set Up Payroll Adjustments?]]
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* [[How do I set up payroll adjustments?]]
  
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{{KB_Tags|employee holidays, holiday days, holiday pay, holiday, statutory, day}}
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{{KB_Tags|employee holidays, holiday days, holiday pay, holiday, statutory, day, entitlement, carry forward, advance period}}
 
{{KB_PR}}
 
{{KB_PR}}

Latest revision as of 15:09, 27 November 2023

Summary

This article describes how to keep track of employees' paid time off in Platinum Payroll including allocating holidays and recording days used.

More Information

This article explains how to configure the holidays available to your employees and how to record days used to adjust their available balance.

Configuration

Payroll Defaults

Go to " Systems Report & Settings Maintenance Options System Administrator Platinum Settings".

  • Enter "Default Holiday".
  • Enter the "Default Holiday Days" for your business. This can be amended per individual employee.
  • At "Carry Days Forward", set the flag to indicate whether you allow unused days to be carried forward across a holiday year end.
  • Enter the day and month of the "Holiday Year Start".

At the start of each year the employee available days will reset to the default or will add to any unused days, depending on your settings.

Employee Configuration

Go to " Payroll Maintenance Options Add or Edit Employees".

  • Enter an employee name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Enter this employee's default holiday days in "Holiday Days per Year".
  • At "Remaining at year end", if necessary enter the number of days they had remaining at the end of the previous holiday year. This will be updated automatically at the end of each year if you record holiday days taken.

New Starters

Holiday entitlement will be available to new starters on the first payday on or after the holiday year start.

If an employee starts part way through the holiday year, you will need to enter an adjustment to record their entitlement for the remainder of the year.

  • Go to " Payroll Maintenance Options Add or Edit Employees".
  • Enter the employee name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Press <F8>.
  • If you have already posted an adjustment for the employee, e.g. P45 details, click [Add] else click [Other].
  • Enter the "Payment Date" for the current period.
  • Enter 'Holiday Days' into the "Comment" field.
  • Click into the "Holiday Days" field and record their current entitlement as a negative value. This field stores the number of days taken, so to give some days you must enter a negative number.
To give a new starter 8 days, enter '-8'.
  • Click [Done] and [Accept] the posting.

Recording Holiday Days

When you are in the period during which the holiday days are to be taken:

  • Go to " Payroll Run Payroll Period".
  • Select the relevant frequency and click [OK].
  • Select the employee then press <Alt+F7>.
  • Enter the number of "Holiday Days taken".
To add days on e.g. if an employee accrues additional days, enter the number to add as a negative value.

Holiday Pay

You may wish to create a Pay rate or Adjustment to enter an amount to pay in advance.

Alternatively if your payroll is on a weekly basis you may wish to advance their pay for a number of periods (weeks). Please be aware they will then be excluded from the relevant number of periods.

  • Move to "Periods to Advance" and enter the number of whole weeks the employee will be away. Their pay for those weeks will be added to the current week and they will automatically be excluded from the relevant number of periods.
  • If you wish to amend their pay for the weeks they will be on holiday, press <F5> and amend the values shown.
  • Click [Close].
If using this option they will not be included in your payroll until the number of weeks entered has passed. A simpler option is to run the payroll as normal and each period enter the number of days used.

View Holiday Days Available

Go to " Payroll Maintenance Options Add or Edit Employees".

  • Enter the employee name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Press <Shift+F5> to view an Employee Summary.
  • Alternatively from " Payroll Run Payroll Period", select the relevant period and click [OK]
    • Select the employee in the list and press <Alt+F7>.
    • The [Holiday Entry] screen will display "Days Remaining".

See also


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Keywords AND Misspellings
employee holidays, holiday days, holiday pay, holiday, statutory, day, entitlement, carry forward, advance period
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