Is your holiday year ending soon? In this guide, we’ll run through the steps you need to take to successfully finish your holiday year in Breathe. What you need to do depends on whether you allow carryover (unused leave to be carried forward into your new holiday year) or not. Here is a flowchart to help you identify the steps you need to take to finish your holiday year:
Section 1. Don’t allow carryover?
If you don’t allow holiday carryover, no problem, Breathe HR software will take care of this for you.
The Breathe HR system will automatically refresh your holiday allowance on the first day of your new holiday year. This will be based on the holiday allowance you have assigned to each employee.
No action is required, this is all automated for you.
If for some reason you need to correct any discrepancies, HR users can simply adjust + or – on the profile of the user once you have entered the new holiday year.
Section 2: How to set up carryover for the first time
If you are setting up carryover holiday for the first time, you must create a new allowance to incorporate holiday carryover. Please note it isn’t possible to edit the existing allowance that is in use, this needs to be done before the new holiday year begins.
In your current holiday year:
Step 1: Create a new allowance by clicking on the + icon under holiday allowances.
Step 2: Fill in the allowance information, including your carryover details, and then create the allowance.
Step 3: Assign the new allowance to your people. You can do this either by heading to their profile > More > Working pattern & holiday allowance, or by using the bulk assign tool within your People list.
Step 4: Approve all existing leave requests and check your holiday allowance report to make sure your allowances and carryover information are all set up correctly. We also advise running the outstanding leave request report, too.
Once you’re in your new holiday year:
Step 5: Finish your holiday year. This will automatically generate the carryover for you.
Section 3. I’m happy with the carryover set up within my account and only want to finish my holiday year
Are you happy with the carryover that’s set up in your account? Follow the next steps to make sure your information is correct.
Section 4. I use carryover but need to change the amount only
You’ll need to do this before your new holiday year has begun.
In your current holiday year:
Step 1: Create a new allowance via Configure > Settings > Holiday allowances
Step 2: Assign the allowance to your people. You can assign the new allowance by either heading to their profile > More > Working pattern & holiday allowance
or by using the bulk assign tool within your People list.
Step 3: Approve all existing leave requests and check your holiday allowance report to make sure your allowances are all set up. We also suggest running the outstanding leave request report, too.
In your new holiday year:
Step 4: Finish your holiday year:
Section 5. I use carryover but only want to increase the duration/ expiration window
Due to this potentially affecting allowances in your current holiday year, this new allowance containing your amended duration will need to be assigned to staff when your new holiday year has begun.
The good news is you can still get your account prepared by creating the allowances in your current holiday year so they are all ready to go.
In your current holiday year:
Step 1: Create an allowance to increase your carryover window. You can create allowances via Configure > Settings > Holiday allowances
In your new holiday year:
Step 2: As you’re now in your new year, you’ll need to finish/close your holiday year.
Step 3: Now you can assign the new allowance to your staff either by doing this on their profile under More > Working pattern & holiday allowance
or by using the bulk assign feature on your People list
Section 6. I need to change the duration AND the amount of carryover
Our advice in this situation would be to make a manual adjustment to employees’ profiles in your new holiday year and to not finish your holiday year (as this is not a required step).
In your new holiday year, your people’s available allowance will reset to their default amount.
Step 1: Remaining allowance from the previous year:
Any remaining allowance from your previous year can be found in the holiday allowances report.
Step 2: Making a manual adjustment
You can do this by visiting their profile > leave and adjusting as shown below:
Please note:
- All manual adjustments made will show on your people’s profiles for the remainder of the holiday year. You can’t set a duration window on an adjustment.
- Making manual adjustments is another way of reflecting carryover on your employees’ profiles.
- If you are reflecting carryover this way, you won’t need to click the ‘finish holiday year’ button, as this will cause duplication of carryover.
For further information, contact Park City Consulting and your HR Business Partner will be more than happy to help you finish/close your holiday year in Breathe.
