Carry Overs Explained
If the company allows remaining allowances from one year to be carried over to another then a carry over needs to be performed to do this. It is normally done around the day of the leave year change although it can be done at any time.
A carry over is initiated from the Event types and Allowances page. It is available to Administrators from ‘Settings’ on the main menu by selecting ‘Event types and Allowances ‘ on the sub menu. Clicking the Preview Carry Overs button will start the process for a selected event type.
The Carry Over Concept Explained
Carry overs are used to carry over remaining days or hours from one year to the next but not through to subsequent years. Here is an example to show how the allowances change between the years:
2019 (First year of employment)
User ‘Allowance This Year’ for ‘Holiday’: 20 days
Days requested: 16 days
‘Remaining’ allowance: 4 days (20-16)
‘Allowed Carry Over’: 5 days
‘Included Carry Over’: 0 days
When you run the Carry Over process from 2019 to 2020, it will identify that the user has 4 days remaining which is less than the maximum 5 days that are allowed and will carry them over to the next year. As this is their first year of employment, no carry over days are included in their 2019 allowance. So, the ‘Allowance This Year’ for the next year, 2020, becomes their ‘ Annual Allowance’ 20 days + carried over 4 days = 24 days.
User ‘Allowance This Year’ for ‘Holiday’: 24 days
Days requested: 15 days
‘Remaining’ allowance: 9 days (24-15)
‘Allowed Carry Over’: 5 days
‘Included Carry Over’: 4 days
When you run the Carry Over process from 2020 to 2021, the system will deduct the Carried over days from 2019 before calculating how many days can be carried over. So, although their ‘Remaining’ allowance is 9 days, only 5 days are eligible to be carried over , 9 – ‘Included Carry Over’ 4 = 5 days. As this is within their ‘Allowed Carry Over’ all these 5 days will be carried over to 2021. So, the ‘Allowance This Year’ for the next year, 2021, becomes their ‘ Annual Allowance’ 20 days + carried over 5 days = 25 days.
Performing A Carry Over
To explain the process we will use an example where we perform a carry over for just one user although any number can be processed simultaneously.
Before we perform a carry over we need to set the ‘Allowed Carry Over’ so the system knows the maximum days or hours that can be carried over to the next year for the user(s). In our example this is currently set to 0 days which will prohibit any days to be carried over.
We can change the ‘Allowed Carry Over’ by editing the allowance entry for the user. Either click the pencil icon on the far right hand side of the row or click one of the 2 ‘Edit All’ buttons. Then change the value by entering the new value into the box or using the spinner. In our example we will allow the user to carry over a maximum of 8 days from this year 2020 to next year 2021.
We can start the carry over process by clicking the ‘Preview Carry Overs’ button in the ‘Actions’ section above the list of users.
This takes us to the process carry over page.
This setting allows you to select the base allowance value to be used to calculate the allowance for the ‘to’ year from a drop down box. Three options ‘The Annual allowance’, ‘This year’s allowance’ and ‘Next year’s allowance (if it exists)’ are available.
Normally customers would use ‘The Annual allowance’ option where the ‘The Annual allowance’ for the ‘from’ year is used which does not include any carry over for that year.
If ‘This year’s allowance’ is used then the ‘Allowance This Year’ for the ‘from’ year is used which can include carry over for that year and the amount of included carry over is deducted from the value before being used.
If ‘Next year’s allowance (if it exists)’ is used then the ‘Allowance This Year’ for the ‘to’ year is used.
The allowance for the ‘to’ year is calculated as the base allowance plus the available carry over allowance for that year.
In this example the ‘The Annual allowance’ is 22 days. The available carry over allowance is 6 which is the ‘Remaining This Year’ because it is less than the maximum ‘Carry over’ value. The ‘Carried over’ days are 0. So the allowance for next becomes 22 + 6 – 0 = 28 days.
Carry Over From
This setting allows you to select the year from which you want to carry over, from a drop down box.
Filter Selectors (Event Type, Workgroup And Employee)
The list of users can be filtered by event type, workgroup and employee. The settings will be those you had on the previous Event types and Allowances page but they can be changed if you want to change which users you want to perform the carry over for. In our example we will continue to carry over just for Joe Bloggs and the ‘Holiday’ event type.
User allowances for this year are shown with a white background. Next year allowances are shown with a green background and are initialized to 0. To calculate the new carried over allowances, select the user(s) using the tick box(s) on the left hand side of the page. Their allowances for this year background colour will change to blue to show they have been selected. Then click ‘Preview’ to perform the calculation and see the results. At this point the calculated values are displayed as a preview but no user allowances will have been changed.
If the new calculated allowances in the preview look good and and you are happy with the results, then you can click ‘Submit’ to process the carry over and change the user allowances for next year. If you are unhappy with the calculated allowances for any reason, you can click ‘Reset’ which will set all the calculated allowance values back to zero. If you want to exit the carry over process without making any changes then click ‘Cancel’ to return to the Event types and Allowances page.