BrightHR Software / A Bright start to the new year

You can convert the profile in to hours in a few simple steps.

To get started, head over to the employee's profile, then click the "Employment" section, and on the left just below 'Contract and annual leave information' you will find the 'Convert to hours' option next to the entitlement unit. Now select the convert to hours option, review the information is correct in days and click 'Next'.

You will then be able to see the conversion details from days in to hours and if you are happy with this, click next. Finally, confirm that you understand the changes are permanent, and click 'Save permanently'.

Please note, this is not reversible and cannot be done to a variable employee.

You can check this in a few simple steps!

First, head over to the employees profile, then click the 'Employment tab', select 'Edit' and then correct the contract.

You can now review the fields in the contract to make sure the calculation is correct.

Firstly, ensure the employee start/contract date is correct, If the start/contract date is incorrect amend it to the correct date. Secondly, ensure the user is on the correct working time pattern, ensuring that the hours and the option to deduct or not deduct public holidays are correct. Thirdly, please ensure the company working week reflects the standard full time working hours for that business for example at BrightHR we would enter 37.5 in the companies working week field. Once you have reviewed these details, click 'Next step'.

Once on the annual leave entitlement page, ensure the correct amount of annual leave (days/hours) has been entered into the 'Company's full time annual leave entitlement'. If the user has a deducted working time pattern, you would include the public holidays in the total figure, for example if I had 20 days of annual leave and 8 daysof public holiday, I would enter 28 days into the 'Company's full time annual leave entitlement' if it is set as not deducted, I would only put in 20 days, as public holidays will not be deducted from the entitlement.

This will then give you a figure for the 'Minimum annual leave entitlement' which goes off the start date and the amount of days/hours the employee works. This section reflects the total amount of leave they are entitled to for a year, please enter the recommended amount in the box manually.

Once the fields have been populated, click 'Next step', confirm your changes and then click 'Save and update'.

You can check this in a few simple steps!

First, head over to the employee's profile, then click the 'Employment tab', select 'Edit' and then correct the contract.

You can now review the fields in the contract to make sure the calculation is correct.

Check your working days/hours are correct first of all, then check your company's working week has been filled in - the company's working week is the full-time hours that any full-time employee would work, which allows the system to pro-rata holiday entitlement for part time workers.

Now click 'Next step' and check the full-time annual leave entitlement has been filled out based on a full-time employee (this may be the statutory minimum of 28)

Next, ensure that you have entered the 'Recommended amount' in to the 'Min annual leave entitlement' box otherwise it will not update the contract.

Now click next step, confirm your changes and then save.

As long as you have provided the correct information, the system will provide an accurate calculation.

Simple! just head to their profile, click in to the 'Overtime' section and add this as TOIL (Time off in Lieu).

You can log the TOIL for the day they worked, which will increase their TOIL balance, and can be used to take time off on a future date.

Please note that TOIL does not work in line with the annual leave year and will not reset like the annual leave entitlement.

There are 2 ways to check an employee's length of service, the first would be to simply check on the users profile.

To get started, navigate to the users full profile via the employee hub, go to the employment section and scroll down until you see the employment summary and at the bottom you will see the length of service for that member of staff in years and months.

The other way to find an employee's length of service, is through the report section.

Navigate to Reports and select the length of service report. From here, you can generate the CSV and there is your length of service report!

In order to run an end of year report for annual leave you would need to go to the report section and select the Annual leave summary report to get started.

Once you have selected the report, you will be asked which leave year you require, and which employees you wish to include in the report.

Once all options are selected, click generate csv and you will have your report!

In order to view next year's annual leave entitlement, go to the employee's profile and on the right hand side, just below the documents tab, you will find the leave year selection box.

Select the year at the bottom of the list and once the page is refreshed, it will show the annual leave entitlement and any absences for the next annual leave year, simple!

There are only a few absence types that will deduct from your annual leave entitlement, so its super easy to know what type of leave to book!

The three absence types are Annual leave, Public holidays and Mandatory leave.

Although the above three are usually deducted, it is possible to have your public holidays and mandatory leave as non-deductible which you can check via the contract of an employee or in the mandatory leave section in the calendar.

The only reason you would not be able to add carryover to a profile is if you have not yet enabled this setting on your BrightHR account.

In order to enable carryover, go to Settings at the top right of your dashboard, and enable the annual leave carryover function - this will allow you to add carryover to an employee's profile.