Leaver calculations

When an employee decides to leave your organisation, you need to add the Left Date on the Leaver screen in the HR area.

When you save the record, the Leaver Dependency Check screen shows the Holidays Remaining figure.

If the employee has any future holidays booked, you need to delete them to get an accurate Holidays Remaining figure. To see the calculation of this figure, click Show Calculations.

After the leaver entitlement figure has been calculated, click Applyso the employee can view it. The Apply option enables you to hide any calculated figures until you choose to send them to the Entitlement Year record.

Leaver entitlement calculation

Although the leaver entitlement calculation works for most organisations, requirements can vary. For this reason, the Entitlement Year screen includes a Leaver Adjustment box, which you can use to adjust the figure manually after performing your calculations.

The table below explains the calculation used for a leaver's holiday entitlement.

Item	Definition
[A] Total Entitlement	The total entitlement for the current year, taking into account all adjustments (bank holiday, part-time etc.)
[B] Carry	Holidays carried over from the previous entitlement year. This figure populates as part of the 'Close and Carry' process. You can also manually edit this in the entitlement year record.
[C] Days before leaving	The number of days from the start of the holiday year to the leaving date (Left Date).
[D] Total Days	The total number of days in the current holiday year (see the Start Date and End Date in the current entitlement year record).
[E] Holidays Taken	The total number of holidays taken, ignoring pending requests, in the current holiday year (see the records on the employee’s Holiday screen for the current entitlement year).

Example

The example below is for an employee leaving on 31 May in a holiday year that starts on 1 January and ends on 31 December.

(((A-B)*(C/D))-E+B)

1. A–B: The carry figure (B) is subtracted from the total entitlement (A), as it is part of last year’s entitlement:

   • 33 – 3 = 30

2. C/D: The number of days worked (C) is divided by the number of days in the entitlement year (D):

   • 151 ÷ 365 = 0.413

3. The result of step 1 is multiplied by the result of step 2:

   • 30 x 0.413 = 12.41

4. The holidays taken (E) are subtracted from the total of step 3:

   • 12.41 – 5 = 7.41

5. The carry days (B) are added back to the total of step 4 to give us our final result:

   • 41 + 3 = 10.41

Reporting

When the leaver calculation completes, you can see the figures in two more places in the system:

Fields on the Leaver screen: You can use the Screen Designer to add the following fields to the Leaver screen to show the calculated figure, and then use Profiles to control who can see them:

• Leaver Outstanding Holiday (displays the data in hours and minutes).

• Leaver Outstanding Holiday Days (displays the data in days).

Fields in Query Builder: On the Leaver screen, these two fields are also available for reporting.

If any extra holidays are recorded or removed for leavers after you have made the calculation, you need to refresh the Holidays Remaining data by going to the Leaver screen and viewing the dependency check.