Dealing with employee holidays in Platinum Payroll

Summary

This article describes how to keep track of employees' paid time off in Platinum Payroll including allocating holidays and recording days used.

More Information

This article explains how to configure the holidays available to your employees and how to record days used to adjust their available balance.

Configuration

Payroll Defaults

Go to " Report & Settings Maintenance Options System Administrator Platinum Settings".

• Enter "Default Holiday".
• Enter the "Default Holiday Days" for your business. 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".

At the start of each year the employee available days will reset to the default or will add to any unused days, depending on your settings.

Employee Configuration

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

• Enter an employee name and click [Search] or click [Search] to bring up all employees.
• Select the employee and click [Edit].
• Enter this employee's 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 enter an adjustment to record their entitlement for the remainder of the year.

• Go to " Payroll Maintenance Options Add or Edit Employees".
• Enter the employee 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 during which 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".

To add days on e.g. if an employee accrues additional days, enter the number to add as a negative value.

Holiday Pay

You may wish to create a Pay rate or Adjustment to enter an amount to pay in advance.

Alternatively if your payroll is on a weekly basis you may wish to advance their pay for a number of periods (weeks). Please be aware they will then be excluded from the relevant number of periods.

• 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].

If using this option they will not be included in your payroll until the number of weeks entered has passed. A simpler option is to run the payroll as normal and each period enter the number of days used.

View Holiday Days Available

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

• Enter the employee 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

• How do I set a default amount of holiday for employees?
• How do I run a payroll period?
• How do I close a payroll period?
• How do I create an employee in the payroll?
• How do I set up payroll adjustments?

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Keywords AND Misspellings

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