Difference between revisions of "Dealing with employee holidays in Platinum Payroll"

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{{Review}}
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== Summary ==
 
This article describes how to keep track of employee's paid time off in Platinum {{PR}}.
 
This article describes how to keep track of employee's paid time off in Platinum {{PR}}.
  
 
== More Information ==
 
== More Information ==
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=== System Configuration ===
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This article explains how to configure the holidays available to your employee's.
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Employee holiday days in Platinum can be configured in two ways:
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* The holiday days an employee has left at the end of the year can be carried forward into the next. To enable or disable this feature go to {{PayrollSettingsMenu|Company Parameters|General Company Details}} and set {{DataPrompt|Carry Days Forward?}} to {{DataValue|Y}} or {{DataValue|N}} as required.
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== Configuration ==
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* The start date of the holiday year can be configured. This is the date on which employees receive the next year's holiday days entitlement (with roll-over from previous year, if enabled). Enter the day and month into {{DataPrompt|Holiday Year Start}} on the same screen.
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=== Payroll Defaults ===
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Go to {{Menu|{{PR}}|Payroll Settings|Company Parameters|General Company Details}}.
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* Enter the {{DataPrompt|Default Holiday Days}}. This can be amended per individual employee.
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* At {{DataPrompt|Carry Days Forward}} set the flag to indicate whether you allow unused days to be carried forward across a holiday year end.
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* Enter the day and month of the {{DataPrompt|Holiday Year Start}}.
  
 
=== Employee Configuration ===
 
=== Employee Configuration ===
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To set the number of holiday days an employee should have each year:
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Go to {{Menu|{{PR}}|Payroll Maintenance|Add or Edit Employees}}.
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* Bring up the property screen for the employee, from the menu {{Menu|{{PR}}|Payroll Maintenance|Add or Edit Employees}} or from {{KeyPress|S-F10}} in {{Menu|Run Payroll}}.
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* Search for an employee by name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* Enter the number of days holiday the employee should have each year into {{DataPrompt|Holiday Days per Year:}}.
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* Select the employee and click {{Button|Edit}}.
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* Enter this employees default holiday days in {{DataPrompt|Holiday Days per Year}}.
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* At {{DataPrompt|Remaining at year end}}: If necessary enter the number of days they had remaining at the end of the previous holiday year. This will be updated automatically at the end of each year if you record holiday days taken.
  
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=== Holiday Days Available ===
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=== New Starters ===
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To see how many days holiday an employee has available:
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Holiday entitlement will be available to new starters on the first payday on or after the holiday year start.
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* From {{Menu|Run Payroll}}, or the employee property screen, press {{KeyPress|S-F5}} to view the employee's summary.
 
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* Or, from "Run Payroll", press {{KeyPress|A-F7}} to view the "Holiday Entry" screen.
 
  
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=== Using Holiday Days ===
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If an employee starts part way through the holiday year you will need to post an adjustment to record their entitlement for the remainder of the year.
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When an employee is about to take a holiday, record the number of days taken like so:
 
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* From "Run Payroll" press {{KeyPress|A-F7}} to open the "Holiday Entry" screen.
 
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* Enter the number of days taken into {{DataPrompt|Holiday Days:}}.
 
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* If a weekly paid employee is off for a whole week then you should enter these holiday details in the week prior to their holiday, and move up to {{DataPrompt|Periods to Advance:}} to enter the number of weeks the employee will be away. This will add those weeks pay into the current week and automatically exclude them from the following weeks.
 
  
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=== New Starters ===
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* Go to {{Menu|{{PR}}|Payroll Maintenance|Add or Edit Employees}}.
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An employee's yearly holiday days entitlement will be available to them from the first payday on or after the holiday year start. For new employees starting part way through the year though this means they will not be given any holiday days automatically until the start of the next holiday year. To manually give a new starter their holiday days entitlement for the remainder of the year:
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* Search for the employee by name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* From {{Menu|Run Payroll}}, or the employee property screen, press {{KeyPress|F8}} to enter an adjustment.
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* Select the employee and click {{Button|Edit}}.
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* ''If this employee already has some adjustments'' the "Adjustment Selection" window will pop up. If so, press {{KeyPress|F6}} to add a new entry.
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* Press {{KeyPress|F8}}.
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* Enter the payday into {{DataPrompt|Date:}} and {{DataValue|Holiday Days}} into {{DataPrompt|Comment:}}.
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* If you have already posted an adjustment for the employee e.g. P45 details, click {{Button|Add}} else click {{Button|Other}}.
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* Go down to {{DataPrompt|Holiday Days}} to enter the number of days holiday to give. This field stores the number of days ''taken'', so to ''give'' some days you must enter a negative number.  
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* Enter the {{DataPrompt|Payment Date}} for the current period.
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* Enter {{DataValue|Holiday Days}} into the {{DataPrompt|Comment}} field.
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* Click into the {{DataPrompt|Holiday Days}} field and record their current entitlement as a negative value. This field stores the number of days ''taken'', so to ''give'' some days you must enter a negative number.  
  
 
{{Example|text=To give a new starter 8 days enter {{DataValue|-8}}.}}
 
{{Example|text=To give a new starter 8 days enter {{DataValue|-8}}.}}
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* Click {{Button|Done}} and {{Button|Accept}} the posting.
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== Recording Holiday Days ==
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When you are in the period the holiday days are to be taken:
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* Go to {{Menu|{{PR}}|Run Payroll Period}}.
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* Select the relevant frequency and click {{Button|OK}}.
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* Select the employee then press {{KeyPress|A-F7}}.
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* Enter the number of {{DataPrompt|Holiday Days taken}}.
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{{Information|text=If a weekly paid employee is to be away for a whole week then you may pay them the following weeks pay in the current period.}}
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* Move to {{DataPrompt|Periods to Advance}} and enter the number of whole weeks the employee will be away. Their pay for those weeks will be added to the current week and they will automatically be excluded from the relevant number of periods.
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* If you wish to amend their pay for the weeks they will be on holiday, press {{KeyPress|F5}} and amend the values shown.
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* Click {{Button|Close}}.
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== View Holiday Days Available ==
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Go to {{Menu|{{PR}}|Payroll Maintenance|Add or Edit Employees}}.
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* Search for the employee by name and click {{Button|Search}} or click {{Button|Search}} to bring up all employees.
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* Select the employee and click {{Button|Edit}}.
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* Press {{KeyPress|S-F5}} to view an Employee Summary.
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* Alternatively from {{Menu|{{PR}}|Run Payroll Period}} select the relevant period and click {{Button|OK}}
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** Select the employee in the list and press {{KeyPress|A-F7}}.
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** The {{Tab|Holiday Entry}} screen will display {{DataPrompt|Days Remaining}}.
  
 
== See also ==
 
== See also ==
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* [[How do I Set Up Payroll Adjustments?]]
 
* [[How do I Set Up Payroll Adjustments?]]
  
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{{KB_Tags|employee holidays, holiday days, holiday pay, holiday, statutory, day}}
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{{KB_Tags|employee holidays, holiday days, holiday pay, holiday, statutory, day, entitlement, carry forward, advance period}}
 
{{KB_PR}}
 
{{KB_PR}}

Revision as of 21:05, 23 May 2017

 This article or section is under review.
Be aware: Content may change as the document is reviewed.

Summary

This article describes how to keep track of employee's paid time off in Platinum Payroll.

More Information

This article explains how to configure the holidays available to your employee's.

Configuration

Payroll Defaults

Go to " Payroll Payroll Settings Company Parameters General Company Details".

  • Enter the "Default Holiday Days". This can be amended per individual employee.
  • At "Carry Days Forward" set the flag to indicate whether you allow unused days to be carried forward across a holiday year end.
  • Enter the day and month of the "Holiday Year Start".

Employee Configuration

Go to " Payroll Payroll Maintenance Add or Edit Employees".

  • Search for an employee by name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Enter this employees default holiday days in "Holiday Days per Year".
  • At "Remaining at year end": If necessary enter the number of days they had remaining at the end of the previous holiday year. This will be updated automatically at the end of each year if you record holiday days taken.

New Starters

Holiday entitlement will be available to new starters on the first payday on or after the holiday year start.

If an employee starts part way through the holiday year you will need to post an adjustment to record their entitlement for the remainder of the year.

  • Go to " Payroll Payroll Maintenance Add or Edit Employees".
  • Search for the employee by name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Press <F8>.
  • If you have already posted an adjustment for the employee e.g. P45 details, click [Add] else click [Other].
  • Enter the "Payment Date" for the current period.
  • Enter 'Holiday Days' into the "Comment" field.
  • Click into the "Holiday Days" field and record their current entitlement as a negative value. This field stores the number of days taken, so to give some days you must enter a negative number.
To give a new starter 8 days enter '-8'.
  • Click [Done] and [Accept] the posting.

Recording Holiday Days

When you are in the period the holiday days are to be taken:

  • Go to " Payroll Run Payroll Period".
  • Select the relevant frequency and click [OK].
  • Select the employee then press <Alt+F7>.
  • Enter the number of "Holiday Days taken".
If a weekly paid employee is to be away for a whole week then you may pay them the following weeks pay in the current period.
  • Move to "Periods to Advance" and enter the number of whole weeks the employee will be away. Their pay for those weeks will be added to the current week and they will automatically be excluded from the relevant number of periods.
  • If you wish to amend their pay for the weeks they will be on holiday, press <F5> and amend the values shown.
  • Click [Close].

View Holiday Days Available

Go to " Payroll Payroll Maintenance Add or Edit Employees".

  • Search for the employee by name and click [Search] or click [Search] to bring up all employees.
  • Select the employee and click [Edit].
  • Press <Shift+F5> to view an Employee Summary.
  • Alternatively from " Payroll Run Payroll Period" select the relevant period and click [OK]
    • Select the employee in the list and press <Alt+F7>.
    • The [Holiday Entry] screen will display "Days Remaining".

See also


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Keywords AND Misspellings
employee holidays, holiday days, holiday pay, holiday, statutory, day, entitlement, carry forward, advance period
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