Staff Holiday/Leave/Paid Time Off

Last updated by Andrew Treadwell on July 23, 2020 12:15

Holiday / Time Off

Understanding Holiday

There are two main types of paid holiday managed by StaffSavvy:

  • Fixed Entitlement
    This is a fixed amount of holiday a staff member receives at the start of the year and can book any time during the year.
  • Earned Entitlement
    This is holiday that is earned per hour worked and is either immediately paid out or stored so the staff member can claim it in the future.

Holiday rules are configured via a contract. Under the Holiday tab, you can choose the type of holiday StaffSavvy should apply.

  • Disable holiday pay and entitlement
    We'll hide holiday for this staff member. They can still request time off.
  • Pay holiday as percentage of hours worked in wage sheets
    Using the percentages and rates set under each pay element, automatically add holiday for every hour worked.
  • Earn holiday based on hours worked and claim with holiday request
    Same as above but it will not automatically add it for payment but store it on the staff member's account for them to claim with a new holiday request.
  • Earn holiday based on pro-rata entitlement and claim with holiday request
    Based on an expected hours per year, the system will provide a % of their yearly holiday allowance to them based on the % of the yearly hours expected that has been worked.
  • Fixed yearly entitlement
    A fixed number of hours or days per year that the staff member has available.Note: You can add/subtract hours from a staff member's entitlement within their account so most staff can share a contract and have adjustments added this way.
  • Fixed yearly entitlement (prorated)
    A fixed number of hours or days per year that the staff member has available. This is adjusted down if the staff member starts or finishes the assigned contract during the holiday year.Note: You can add/subtract hours from a staff member's entitlement within their account so most staff can share a contract and have adjustments added this way.
  • Fixed entitlement with pay calculated on previous x weeks
    This option allows staff to have a prorated holiday allowance however their pay is calculated on a number of previous weeks (as defined) so that their holiday pay reflects the hours per week they have recently been working.

There are then various options around how holiday is treated. You can display the holiday in days (all requests will be rounded up to the nearest half day) or hours (this will record holiday to the minute).

Calculation Method allows you to choose either a basic or complex calculation method. The basic option basically only assigns a full or half day per calendar day and is perfect for simple holiday policies. Complex option will use shifts to carefully calculate holiday usage down to the minute. It's much more detailed but not always desired.

Hours per day is important as this informs the system of how many hours a full day counts as. So if an employee has a 7 hours per day average day and requests 3 hours off in the morning, this would count as a half day. If they requested 5 hours off then it would count as a full day.

The Holiday Days start time is also important as it tells the system when a holiday day should start; if someone requests 12 hours off from 1pm until 1am but their start time is 9am then it would only deduct 0.5 days as most of the request falls outside the normal hours.

Holiday Days and National/Organisation Holidays options allow you to set which days should count for holiday requests. This can be overridden per request but it's easier to configure this correctly at the start.

Finally, the Existing Shifts option. There are two ways the system can apply holiday, either ignoring the existing shifts the staff member has or using them for the calculations.

If you choose to ignore the shifts, the system will use the fixed hours per day settings to calculate how many hours a holiday request will require. If you use the existing shifts then it will review the shifts assigned for that staff member and use their hours to calculate the holiday request.

Using the existing shifts is perfect for someone on a complex working patterned that has been setup using the regular repeating shifts feature. Ignoring the existing shifts is perfect for most operational staff where they won't know their shifts until a few weeks before and holiday requests are scheduled much further in advance.

Automatic Holiday Shifts

Holiday Shifts are created three ways:

  • Existing shifts
    Any existing shifts within a holiday request are converted to a holiday shift when the request is approved.
  • Manually added
    Holiday shifts can be added beforehand or afterwards by adding a holiday shift on the Manage Shift Week view and Weekly Timesheets.
  • Estimated Holiday Shifts
    These use information saved in the staff member’s contract to quickly create holiday shifts. This is the recommended method for permanent staff as it reduces a lot of admin time.

All three options can be used together as needed.

Estimated Holiday Shifts

Under each contract, you can set hour many hours are in a “day”. This should be how many hours are considered an average working day. Following this, you can set which days of the week should be used to calculate holiday. These should be the days of the week that the employees are expected to work normally. Finally, you can set a start time.

With this information, StaffSavvy will calculate the number of days of holiday a request needs and will ask the approving manager to confirm the holiday shifts.

In the example below, the request covers just under two weeks. The employee is expected to do 7 hours each day, starting at 9:30am. The employee does not work weekends.

StaffSavvy has estimated the shifts from 9:30am to 4:30pm (breaks are not applied to holiday shifts so they are shorter than a normal working day).

The manager can leave all of the days checked to have these holiday shifts added automatically. If one or more of the days should not count as holiday then then can be unchecked.

Holiday shifts can be edited in the same way as a normal shift once they are created.

Add holiday on behalf of an employee

You can grant permission to certain managers so they can create holiday requests on behalf of their staff. See the permission called “Add holiday / time off requests on behalf of staff”.

This allows requests to be added via the staff member’s profile page. Just click on Actions and choose Add holiday request.

The request is in two steps; provide the basic information such as reason and dates first and then confirm the request and holiday shifts.

From this request, StaffSavvy will suggest a series of holiday shifts. Un-selecting the shifts will recalculate the holiday required and holiday remaining totals at the bottom.

Holiday Calendar

There is a holiday calendar view that can display any combination of staff holidays (casual, permanent, venue staff etc).

Each holiday will be shown as a coloured bar across the page; the colour is taken from the staff member’s default role so you can see how the roles crossover.

The calendar view also shows the time of day the request starts and finishes so you can see who is available at any one time and if there is a period when staff are not available.