Visual Rota & Holidays

Holiday pay falls into 2 distinct variants,
1. full time staff who receive holidays irrespective of the hours worked, ie 4 weeks annual leave(20 days) at the normal daily hours rate(8 hours holiday pay if they normally work an 8 hour day)
2. Holiday pay is accrued according to how many hours the staff work. This would be a ratio, say, for 4 weeks proportional leave, this would be expressed as a percentage and used as a multiplier of their hours actually worked. For instance, if a part time member of staff receives the equivalent of 4 weeks holiday pay, pro rata, this works out as 5mins of holiday pay for every hour they work. The calculations are fairly simple. Assuming a 52 week year & working 5 days/week, gives 260 days of work & holidays. 4 weeks holiday is 20 days, and taking this away from the total of 260, leaves 240 working days. Dividing the holidays by the working days gives 20/240=1/12=8.5% and this works out as 5 minutes per hour.
Each shift then has a certain time associated with holiday pay. An 8 hour shift is 40 minutes, a 6 hour shift has 30 minutes. All the shifts can be similarly multiplied. By using the original staff schedule, and inputing the shifts into each staffs holiday file, you can instantly work out everyones holiday entitlement.
Exceptions to this method are few, it depends on the company rules. One exception is a waiting period before holiday pay can accrue. This is easily covered by deleting shifts worked during the waiting period.
Holidays taken can be calculated at the same time as the above by inserting a holiday shift into the alecrmation table. This would have a certain number of hours associated with the holiday, thus as holidays are taken, the holiday hours totals are increaseded.
For accounting purposes and to keep track of events, we would recommend having seperate files for holidays accrual and holidays taken. That way when staff move around the organisation, the holiday records are centrally held.

In the diagram above, we have 3 tables, they are taken from 3 Visual Rota files;
The top table shows the hours associated with each shift, ie E=8hours. This is used for staff scheduling calculations.
The middle table shows the holiday hours associated with each shift, ie E=0.666hours. This is used to calculate holiday entitlement.
The bottom table shows the holiday hours associated with each days holiday, ie H=8hours of holiday. This is used to calculate how many holiday hours are booked and taken during the year.
You need to know several things all at the same time.
1. How many holidays each member of staff can have.
2. How many holidays each member of staff has taken
3. How many holidays each member of staff has booked to take
4. Whether (holidays accrued and future accruals) = (total of holidays taken and booked to be taken)
Because holidays are booked in advance, the holiday total will exceed the holidays earned throughout the year unless you estimate the holiday accruals total based on previous experience, or you plan the shift pattern for the year at the same time as the holidays are booked. Fortunately, Visual Rota can be used to perform that task as far as you want into the future. Then you will know exactly where you stand. As changes to the schedule are made, the holiday total changes as well, so if additional holidays are earned, or not enough holidays are accrued for the booked holidays, you can alter the situation by granting additional holidays, or reducing the holidays booked.

In the diagram above, we have shown 3 tables from 3 Visual Rota files.
The top tables shows every shift worked this year.
The middle table shows how each shift is converted into holiday hours.
The bottom table shows the holidays planned and taken for the year.
The total for holiday hours accrued in the middle table is less than the holiday hours booked and taken, however, a quick summation shows that the difference in totals is 10 hours overbooked. However, the year to date is only up to the first week in November, so we have another 2 months of holidays hours still to be accrued, and the average number of hours accrued each month is about 13-14. So, the tables show us that unless we plan another 2 days of holidays in November and December, we will end the year owing the member of staff 2 days holiday. And the last thing we would want is for extra holidays to be taken at Xmas time, hence we would allocate the holidays for a more convenient time for the company, either in November or transfer the entitlement into the next year.

Procedure For Holiday Booking and Holiday Pay.
Each member of staff has their own 3 staff record files for shifts worked, holidays accrued and holidays taken. Entries can be made at any time into these records, so as the staff schedule is planned out, the alecrmation can be entered into these files. Visual Rota will perform the calculations for you based on your companies individual requirements, and each member of staff can have their individual holidays calculated. So, it does not affect the end result, if some staff are entitled to 3 weeks holiday a year and others have 5 weeks holiday. Similarly, the hours for each days holiday can be varied, so if you have part time staff working 6 hour shifts, then each days holiday can be calculated on 6 hours instead of the 8 hours in the table above.

Tel: (+44) 01636 816466

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