In Focus, annual leave can be earned and spent in either hours or days. Converting someone’s Holiday Type from Hours to Days (or vice versa) is done in the Absence tab of the Employee Form.

Following a Use Case, this guide will cover: 

• Changing Hours to Days in the Employee Form
• How the changes affect the Calendar
• How the changes affect the Holidays Report

Use Case

A company’s holiday year runs from 1st Jan-31st Dec. An employee (Sally Smith), who starts 2022 using Hours as their Holiday Type, changes their contract on 1st July 2022 and switches to using Days as their Holiday Type. A full year’s holiday allowance in Hours is 250. A full year’s holiday allowance in Days is 30.

Changing Hours to Days in the Employee Form

1. Select ‘Employees’ from the Menu Bar.
2. Select the required employee from the Employees Tree.
3. Select the ‘Absence’ tab.
4. In the ‘Absence’ section, select ‘Configure’.

5. Select ‘Options’.
6. Select ‘Configure’.
7. Select ‘+Add item’.

8. Rename both the previous and the newly created ‘Years’ (eg. 2022a and 2022b). It’s important that each holiday period has its own unique name. They can’t both be 2022!
9. In 2022a, change the ‘End’ date to the last day when the employee stopped using Hours as their Holiday Type (eg. 30 Jun 2022).
10. In 2022b, change the ‘Start’ date to the first day when the employee started using Days as their Holiday Type (eg. 01 Jul 2022).
11. In 2022b, change the ‘End’ date to the last day of the company’s current holiday year (eg. 31 Dec 2022).
12. In 2022b, change the ‘Hours Type’ to ‘Days’.

13. Save. The screen should now revert back to Balances.

14. In 2022a, work out the pro rata Hours allowance and adjust accordingly in the ‘Adjust’ column. Do not alter the ‘Allowance’. In our example, six months is calculated as 125 hours of a full yearly allowance (250 hours). So, the ‘Adjust’ is -125.
15. In 2022b, input / edit the full yearly Days allowance in the ‘Allowance’ column. In our example, the full yearly holiday allowance is 30 days.
16. In 2022b, work out the pro rata Days allowance and adjust accordingly in the ‘Adjust’ column. Do not alter the ‘Allowance’. In our example, six months is calculated as 15  days of a full yearly allowance (30 days). So, the ‘Adjust’ is -15.
17. Save.

Your Total Allowances for both pro rata holiday periods should now show correctly.

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How the changes affect the Calendar

The Calendar always shows a 13-month view. For a standard 1st Jan - 31st Dec holiday year, it will show Jan - Jan inclusive.

With our Use Case, you now have the choice of two different Calendar views, one showing the Hours Holiday Type and one showing the Days Holiday Type. By selecting the required date range, you can toggle between the two.

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01 Jan 2022 - 30 Jun 2022 (Hours)

The 13-month view runs from January to January as our holiday period start date is in January.
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The holiday breakdown at the bottom is showing in Hours.

Any holiday booked or taken between 01 Jan - 30 Jun (eg. 11 Mar - 23 Mar) is included in this breakdown. However, notice how any holiday falling after this period (eg. 11 Nov - 23 Nov), even though visible in the Calendar, is not included in the breakdown as this comes under the Days Holiday Type period that we created earlier.

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01 Jan 2022 - 31 Dec 2022 (Days)

The 13-month view runs from July to July as our holiday period start date is in July.
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The holiday breakdown at the bottom is showing in Days.

Only holiday booked or taken between 01 Jul - 31 Dec (eg. 11 Nov - 23 Nov) is included in this breakdown, as a new holiday year will start again on 01 Jan.

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How the changes affect the Holidays Report

In the ‘Holiday Periods’ selector, there are now several 2022 options. In conjunction with ‘Types’ (Days or Hours), you can decide who and what data is included in the Report.

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Examples

Sally will not show in the Report if only 2022 is selected, regardless of whether ‘Types’ is set to Days or Hours, as this is no longer her holiday period.

Sally will not show in the Report if 2022a is selected and ‘Types’ is set to Days. Even though 2022a is one of her two holiday periods, her Holiday Type for that period is Hours and not Days.

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