RotaCloud's Time and Attendance package gives you access to our holiday accrual tool. This automatically calculates and applies accrued holiday to your employees' allowances.
What is holiday accrual
Holiday accrual is a way of assign holiday allowances to your staff based on a percentage of their worked hours.
This allowance is assigned is hours and is common among staff with irregular working hours.
The government standard for accrual is 12.07% of hours worked and, in the UK, is rounded up or down to the nearest hour each time you run payroll.
For more information on holiday accrual, please check the government website or ACAS.
Setting up employees with holiday accrual
If you'd like your employee to accrue leave, you'll need to first set this up in their profile. Click the Company tab and select Employees - then, select the user you'd like to apply this for.
On the first page of an employee's profile, scroll down to the Holiday Allocation section. You then need to ensure the 'Accrue Holiday' option is selected.
You can then choose the percentage you'd like the employee to accrue their holiday at - this will default to 12.07% which is the government basic amount.
Once done, scroll to the bottom of the page and click 'Save'.
Adding accrued holiday allowance
Once your employees are set up to accrue holidays, this will add on when you finalise your payroll. When you're ready to run your payroll, go to your Attendance section and click the padlock icon in the top left. This will stop any changes being made to timesheets and stop employees clocking in/out.
After timesheets have been locked, you can then click the 'Go to Payroll' button beside this to see a payroll overview of all staff.
When you're ready to lock in your payroll data, click 'Finalise Payroll' in the top right corner.
This will then bring up a pop-up showing all staff who accrue their leave and how many hours they have accrued during that period. If you're happy to proceed, click 'Finalise payroll'.
The accrued hours will then be added onto each employee's allowance. These will be added onto the leave year that the final day of the pay period sits in.
Holiday accrual settings
There are a few settings which relate to holiday accrual. To access these, click the cog icon in the top right corner of your screen. On the first page, scroll down to the section titled 'Holiday Accrual'. Here, you can control the default percentage staff accrue at (this can still be changed to each user in their profile) which leave types count towards accrual.
Holiday accrual FAQs
Why is my accrual not adding on?
Accrued hours will only be added after you have finalised your payroll (see above).
Why are the accrued hours reducing on the leave page?
If you have the setting 'Prorate holiday allowances based on start date and final working date' enabled, this will apply for all users - including those who accrue holidays. We would recommend either removing the setting from your account or not adding in a start/final working date for staff who accrue. You can add this information in the Notes section of these employees' profiles instead.