This feature can be used by Administrator and HR managers.
- What does this tool do?
- When is this tool instigated for use?
- How is this tool used?
- Further information about this tool.
Employee leave allowances are linked to an allowance year, and one of the configuration options is to specify the start month for that allowance year. A result of keying allowances to a particular month is that changing the allowance start month has consequences for the allowance in the current and next allowance years, the allowance year used for absence requests, and calculations for accruals and carry over, and adjustments will need to be made. Rather than HR staff having to do these calculations manually when the leave start month is changed, you can use this tool to extend or shrink the allowance year for selected employees - note that the system will determine whether the right option is to extend or to shrink the allowance period.
For example, if an employee leave start month is January. Their 2016 allowance will run from January 1st, 2016 until December 31st, 2017. Whilst their 2017 allowance will be from January 1st, 2017 until December 2017. If the employee is now in a leave profile with an April start month and they choose to adjust their 2016 allowance, the employee's 2016 allowance will be extended from January 1st, 2016 until March 31st, 2017. This is done so that the 2017 allowance starts on 1st April 2017 so it renders the new leave start move changes on the leave profile.
This tool is a 2 step process for updating the employee allowance to render the new leave start month changes. Firstly this tool is used to shrink or extend the employee allowance and then secondly the allowance calculator tool is used to update the employee's allowance.
Once this tool has completed step one, the user will automatically be redirected to the allowance calculator for the second step of the process. Further information about the allowance calculator tool can be found here.
This tool is used when the leave start month for an employee changes. This can be from redirection from the following scenarios:
- A consistent leave start month is changed under System Config> General settings > Leave Settings
- An employee is moved to a new leave profile with a different leave start month
- An employee is restored from archived, regardless of which team they are restored to
This tool can also be accessed without automatic redirection by going to Leave admin > Adjust Allowance Range
Please note that when an employee leave start month is changed using the CSV import the redirection to the tool will not be automatic, therefore access the tool using the steps above.
To access the Adjust Allowance Range tool, please go to Leave Admin > Adjust Allowance Range. Once inside the team, select the employee Division (if applicable), Team and Leave profile.
Select which year the employee's allowance should be adjusted from.
The employee in the screenshot example has a new leave start month of January and we will be extending their 2017 allowance to be January 2017 to March 2018, so that their 2018 allowance starts in April.
To preview the changes to the allowance, please click on the Preview Balance Changes.
The preview will display all updates to the employee's requests, as some requests may now fall into a different calendar year. For example, if an employee was in a leave profile from January 2017- December 2017 and they are now in an April leave start month leave profile, their requests for January 2018 was previously taken from their 2018 allowance (January 2018-December 2018), but is now taken from their 2017 allowance (January 2017-March 2018).
The drop-down menu can be used to select the allowance year to review all changes to the requests for that year.
Once all changes are reviewed, they can be confirmed by using the Confirm Changes button.
If there are multiple employees to update, the checkbox to select the employee can be checked and then click the Confirm changes button to bulk update.
Once Changes are confirmed you will be redirected to the Allowance Calculator to update the employee's allowance. Alternatively, you can skip this step to adjust allowances for other employees using the Adjust Allowance Range tool.
The Allowance Calculator can then be used to update the employee's allowance. Further information regarding the Allowance Calculator can be found here.
Once this tool has been executed and the allowance calculator has been run, you may need to edit the employees carry over, TOIL and Manual adjustment columns on their allowance table. This can be undertaken by following the steps in the help article found here.
Please note that requests that now span two leave years will be taken from the leave year of the start date. For example, If the old leave start month was March 2017- February 2018 and the new leave start month is June 2017-April 2018, a request from April 30th, 2017 - June 1st, 2017 now spans two leave years (in the new leave profile). This request will be deducted from the employee 2016 allowance (June 2016-April 2017). This request will be shown under the 2016 and 2017 requests, but only deducted from the 2016 allowance.