Holiday Accrual
How to set up RotaCloud to automatically manage staff’s accrued holiday balances.
James Denham avatar
Written by James Denham
Updated over a week ago

If you have staff who accrue their holiday based on their hours worked, RotaCloud can automatically keep their holiday balance up to date as part of the normal payroll procedure.

As a part of the Time & Attendance package, RotaCloud can calculate how much holiday has been accrued per pay period using staff’s clocking in and out times. Accrued holiday is then automatically added to their holiday balance when you finalise your pay period.

NB: Holiday Accrual is not available for customers who are integrated with breatheHR or People HR.

Setting your accrual rate

In the Settings menu, under the Holiday Accrual heading, you’ll find an option to set your default holiday accrual rate.

By default, staff accrue at 12.07% of their hours worked, but if all your staff accrue at a different rate, you can overwrite it by typing a new figure into the field. You can choose if certain paid and unpaid leave is included in accrual calculations, using the options below the rate.

A screenshot of the Holiday Accrual section of the settings menu in RotaCloud. The Holiday accrual rate is set to 12.07%, and several Leave Types are set to be included in holiday accrual calculations.

Staff can also have their own individual rate, which is set in their Employee Profile. You can do this by clicking in the Holiday Accrual Rate cell under the Holiday Allocation section and entering your required accrual rate.

Setting which employees accrue

Employees are set to accrue holiday on their Employee Profile page. Under ‘Holiday Allocation’, select ‘Accrue Holiday’ to have them automatically accrue.

Automatically updating holiday balances

At the end of each pay period, when finalising the Payroll Export report, you’ll be shown a pop up menu summarising how much holiday each of your accruing employees has earned, based on their hours worked:

You can also view this summary without finalising your payroll by clicking the ‘View holiday accrual’ link at the top of the Payroll report. The figures here cannot be edited. The ‘Hours worked’ figure can be updated by changing the employee’s timesheet, and the ‘Holiday hours accrued’ figure is dependent on the Holiday Accrual Rate.

Finalising the payroll will immediately update the balances of the listed employees.

If any employee has a default, or empty, holiday balance, such as if it's the first month of the pay year, then this will be overwritten with their first month's accrued holiday. If they have already accrued some holiday this year, then their allowance will be added to.

If you unfinalise your Payroll Report, then the accrued leave will be removed from employees’ balances. When this happens, you’ll be shown a confirmation of how many holiday hours are being removed when you’re unfinalising:

Manually updating holiday balances

You can manually update any employee’s holiday balance on the Leave Page. Click on any employee’s balance to enter a new one in its place:

You can read more about Holiday Accrual, and find a calculator to help you to work out your correct Holiday Accrual Rates, on the RotaCloud Blog.

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