Configure User Allowances
As an administrator, you can configure user allowances on the Allowances & Work Pattern tab of their employee details page. Alternatively, you can edit a single user or multiple user allowances simultaneously on the Event Types And Allowances page.
Configure User Allowances On The Event Types And Allowances Page
The Event Types And Allowances page allows you to update multiple allowances simultaneously and process carry overs. You can access the page from ‘Configuration’ on the main menu by selecting ‘Event types and Allowances’ on the submenu.
On the right-hand side of the page is the Allowance Table. On the far right-hand side of each row is a ‘Pencil’ edit icon, which you can use to edit the information for that user. There are also ‘Edit All’ buttons at the top and bottom of the table to allow you to edit all the listed users simultaneously.
When you click any of these options, you can edit the table. You can filter the listed users using the ‘Workgroup’ and ‘Employee’ controls above the list and the year using the ‘Year’ control.
Change User Allowances
Spinners will appear to allow you to change the ‘Annual Allowance’, ‘Allowance This Year’, ‘Allowed Carry Over’ and ‘Included Carry Over’ values. It will also display the ‘Remaining’ and ‘TOIL’ calculated fields. You can also change the ‘Employed On’ date with a calendar control.
If you change the ‘Annual Allowance’, it will immediately reflect that in the ‘Allowance This Year’ value. Whereas changes to ‘Allowance This Year’ will not change the ‘Annual Allowance’. When you submit the changes, it will recalculate the ‘Remaining’ allowance value. The ‘TOIL’ value is not editable. The ‘system only uses the ‘Allowed Carry Over’ value to calculate carry over for next year, so it will not affect allowances for the year you are editing.
Add Carry Over
The Preview Carry Overs button on the page allows you to set, calculate and process carry overs. Although not normally recommended, you can also process them manually by entering the values into the fields directly. When the system processes carry overs, it changes both the ‘Included Carry Over’ and the ‘Allowance This Year’ values. So, do likewise and add the ‘Included Carry Over’ value to the ‘Allowance This Year’ value to emulate what the system does.
Configure User Allowances On The Employee Details Page
Configuring allowances on the Employee details page allows for the user work pattern, start date, end date and leave year to be changed. The allowance will change to reflect this.
You can access the page from the dashboard by entering the username in the ‘Search employee’ box. Also, clicking their username where displayed as a link on various pages of LeaveWizard will also take you to the same page. Then select the ‘Allowances & Work Pattern’ tab.
Change User Allowances
The YYYY Allowances section displays the allowances for the current leave year for all event types that the user can request. If you want to change other leave years, then you need to use the Event Types And Allowances page.
You can edit the allowance values directly. If you change the ‘Annual Allowance’, it will immediately reflect that in the ‘Allowance This Year’ value. Whereas changes to ‘Allowance This Year’ will not change the ‘Annual Allowance’
As explained in the ‘Configuring On The Event Types And Allowances Page’ section above, if you want to enter a manual carry over you need to enter the ‘Carried Over (from last year)’ value and add this to the ‘Allowance This Year’ value yourself.
Change Employment Dates
Changes to any of the three dates fields can force allowance recalculations. For example, if you change the ‘Employment Start Date’ or the ‘Employment End Date’ so that the user works a part leave year, it will reduce their ‘Current Year Allowance’ value to reflect this.
Change User Work Pattern
Changes to the assigned work pattern can also trigger a recalculation of allowances. Unless you want to override the system manually, it will compare the user’s work pattern with the default pattern. Then it will calculate what pro rata ‘Annual Allowance’ the user should get.
So if you set their work pattern to the default and their ‘Annual Allowance’ to what they would get if they worked that. Then change their work pattern, and it will recalculate their ‘Annual Allowance’ accordingly. For example, if users normally get an allowance of 20 days for ‘Holiday’ working a default 4-day week. If you reassign the user to a work pattern with a 2-day week, then it will recalculate their ‘Annual Allowance’ to be 10 days.