Please note that the Irish Annual Leave Configuration is an Advanced Setting and will need to be enabled by RotaMaster.
This article only applies to People+. For more information, please contact our Support Team
What is an Annual Leave Configuration?
Annual Leave Configurations are assigned to Posts and are used to automatically calculate the leave allowance for that Post.
Each Annual Leave configuration outlines what is included depending on the Method used.
Method 1 Outlines
- Units of Leave (Hours/Days)
- Full Time Weekly Hours
- Full Time Allowance
- If Public Holidays should be included
- How many Hours should be used for a Public Holiday
- Tiered Allowance, if there is one
Method 2 Outlines
- Units of Leave (Hours)
- Maximum Allowance
- If Public Holidays should be included
- How many Hours a Public Holiday should be used
- Tiered Allowance, if there is one
Method 3 Outlines
- Units of Leave (Hours)
- Full Time Weekly Hours
- Full Time Allowance
- Percentage Accrued
- If you wish to take leave at the Full Time Allowance
- If Public Holidays should be included
- How many Hours a Public Holiday should be used
- Tiered Allowance, if there is one
Creating an Annual Leave Configuration
The Annual Leave Configurations are created in Configuration > Irish Annual Leave Configurations
This will open the Add Leave Configuration screen with a list of existing Configurations shown on the left-hand side
To add a new Configuration type, click the 'Green plus' icon button highlighted above.
Select the Method you wish to create a configuration for, then populate the Configuration Name and Annual Leave Units (Hours, Days).
For Method 1, you will then be able to populate the Full Time Weekly Hours, Full Time Allowance, if Public Holidays need to be included and how many hours/days that will be per instance and add in any tiered allowance associated with that configuration.
For Method 2, you will be able to select the Maximum Allowance (when this is filled, staff members will be unable to accrue leave above this amount. This is not inclusive of Public or Tiered allowances.), if Public Holidays are included and again, how many hours that may require. You can also add a tiered allowance if this applies.
Method 3 will allow you to add in Full Time weekly hours, Full Time Allowance, percentage accrued, if you need to cap leave at the full-time allowance (when this is filled, staff members will be unable to accrue leave above this amount. This is not inclusive of Public or Tiered allowances.), include Public Holidays and how many Hours that would be for. You will also be able to add a tiered allowance to this method if it is applicable.
To add a Tiered Allowance, click the Add button shown below;
Then, populate the number of Service Years and the Additional Allowance for staff who have those service years and click Save.
Clicking Include in the current leave year will include any additional allowance in the leave year when the staff member hits the specified number of service years.
If the option is left unticked, the additional allowance will be added to the personnel record for the leave year after they hit the specified anniversary.
💡The tiered allowance will be calculated based on the Continuous Service date in the Personnel Record.
This will now show in the Tiered Allowance screen. All existing Tiered Allowances can be edited/deleted using the blue edit pen or red cross, highlighted below;
💡Tiered allowances are cumulative, so if your staff members gain an additional 8 hours after year 1 and 2 but then nothing extra until year 5, once input, you can see what the total allowance will be after the 5 years of service. See the above example.
If the Public Holidays included option is selected and the configuration units are set to hours, you will need to enter the number of additional hours you want added to staff leave per Public Holiday day.
For Method 1, if Public Holidays are specified to be included, then any Public Holidays will be added as part of the staff member's total allowance.
For Methods 2 and 3, if a staff member works 40 hours or more in the 5 weeks leading up to a public holiday, they will accrue the specified number of hours set in the configuration.
Only shifts and adjustments marked as accrued leave will be considered for the calculation.
✋Bank Holidays need to be configured in Configuration>Bank Holidays for them to accrue in Annual Leave Configurations. Click here for a guide on how to do this
Leave allowances that have been assigned to a person's Post are recalculated when the following actions occur:
- Changing contracted hours on a Post
- When a person reaches their length of service milestone, their leave allowance will be recalculated at midnight.
- A new leave year is set within the personnel record
- A new Public Holiday has been added
- A Public Holiday is deleted
When you have finished your Annual Leave Configuration set up, press 'Save and Exit'
💡Click here to find out how to assign an Annual Leave configuration to a Post.