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 a 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 options 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 (Earn and Claim) - 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 and Claim’ does not include hours already paid under a previous contract holiday mode.
When a new contract is signed, if someone was paid holiday under another type of holiday (e.g. automatic payment or yearly entitlement), and then moves to earning and claiming holiday, their total "claimed" holiday will no longer include any hours already paid out using a different method.
This means that when the new contract is started, it will not be affected by previous holidays and will be worked out by how many hours a staff member has worked in accordance with Earn and Claim.
To change how holiday pay is managed for each contract, go to Pay > Contracts > Manage Contracts > Edit > Holiday.
- 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 is a max number of days per week to be deducted when using simple mode. Only days that you are contracted to work will be deducted from your holiday entitlement.
There are then various options around how a 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 holidays 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 7 hours per day on average 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 pattern 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.
National and Organisation holidays
You can view National and Organisational holidays by going to the schedule creation calendar. To view a list of the registered organisation and National holidays currently in the system go to System > Absence & Breaks > Organisation Holidays. Here you can add new organisational holidays and can also view the National Holidays already implemented by the Staff Savvy system.
To view these holidays go to Shifts > Schedule Creation > Manage Schedule. Here you can see both National and Organisational holidays. They will come up at the top of the day they are scheduled for.
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 how 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 holidays. 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 > Holidays and Absence > Add Holiday Request.
*Holiday requests will be automatically blocked if they would leave a negative balance.
This can be disabled under each contract's settings for contracts that come under Fixed yearly salaries, where there is a set holiday limit measured annually. To find this go to Pay > Contracts > Manage Contracts > Choose the contract you want to edit > Holiday.
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.
When approving a holiday, if the staff member has shifts and they are not cancelled or reposted for cover (so the shifts remain assigned to them) then their holiday will be marked as tentatively approved.
It will automatically change to 'approved' when they find cover for those shifts.
There is a holiday calendar view that can display any combination of staff holidays (casual, permanent, venue staff etc). This can be found under Reports > Staff Reports > Absence Calendar.
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.