In order to set up holiday pay correctly, there are a number of steps to ensure this works correctly:
- Configuring Rate Types
- Managing Global Rates
Configuring Rate Types
The first step is to configure the required Rate Types. To do this, select Admin – Drop Down Lists from the Blue Eploymenu. This will then allow you to select Rate Types within the Show Values For list, which will give you access to all of the existing Rate Types.
From this list, you will need to either create new Holiday Rate type or edit an existing option.
HINT - If you are already using a Holiday rate type, we would recommend to edit this one and not create a new option. This is because creating the link on the existing option will apply in any instances that the rate has already been used, meaning you can benefit from accurate reporting historically, as well as going forward.
When editing the holiday rate, you now have the option to select the linked rate type. Associate this holiday rate to all of the different appropriate rates where is would apply. Using the drop down list, pick the relevant option, click add and repeat to work through the list.
Note – You need to select the Linked Rate Type within the Child / Holiday rate for this to work correctly. Each Child / Holiday rate can be linked to multiple different parent rates, but each parent can only be linked to one Holiday rate.
A successfully linked rate will then appear within the grid view:
Repeat this until you have linked all rates with appropriate holiday pay rate.
Note – If you have any historical holiday pay rates already set up, please consider the implication of updating this existing option. If you link the existing option to any rates, any instances that the historical option has been used will impacted by this change – i.e grid views will no longer include the holiday pay as part of the total. To avoid impacting on historical data, create a new Holiday pay rate and archive the existing options. Alternatively, to ‘correct’ historical data, use the existing holiday pay rate.
Managing Global Rates
Now that the rate types have been set up correctly, you can make the required changes to your global rates. To do this, click Admin – Global rates from the blue Eploymenu which will give you access to the existing global rates.
From here, you need to update each rate so that it includes the correct rate & the correct linked Holiday pay rate. To do this, click into the global rate, delete any rate types that are not required and load in the correct holiday rate type & associate the value accordingly.
You can then load in the new / correct holiday rate from the Rate Type drop down list. Once configured, click add to include the new rate in the rates grid.
Note – this needs to be done for each global rate that is used, as well as any new global rates you wish to add.
The benefits of completing this is that there is improved visibility for both candidates and hiring managers, whilst there is no duplication of hours when looking at hourly totals etc. This also means that reporting is more accurate. Within the core system, the holiday pay will still be visible, but will update as the user updates the standard rate associated.
- If the holiday pay rate doesn’t auto calculate when reviewing timesheets, check that the rate types are linked correctly – click into the child rate and select the correct parent.
- Check the global rate used and ensure the correct linked rate is selected. If the holiday rate is not selected or the wrong rate has been loaded, it will not work correctly.
- Within the placement, check the rates associated – if a placement admin, ensure that the timesheet was created after the admin was added – if the timesheet hasn’t been submitted yet, try deleting it & recreating to ensure that it is using the correct associated rate information.