Understanding the Annual Holiday Accrual Report

The Annual Holiday Accrual Report provides a detailed, real-time breakdown of employee holiday data. This guide explains how to access the report, interpret its fields, and use it effectively to manage holiday balances and risk.

---

🧭 Accessing the Report

1. Click the graph icon along the top row to access
   the reporting suite

2. Click 'Annual Holiday Accrual' under 'Holiday'

3. This will load a breakdown of the holiday positions of employees at the site currently being viewed
   (shown in the top right)

📘 Understanding the Report Fields

Each column in the report provides specific insights into holiday entitlement, usage, and value. Here's what each field means:

• Entitled Holiday
  Based on contractual terms.
  🟢 Always shown in days.
• Accrued Holiday (YTD)
  • 🕒 Shown in hours for hourly staff
  • 📅 Shown in days for salaried staff
• Taken Holiday (YTD)
  • 🕒 Shown in hours for hourly staff
  • 📅 Shown in days for salaried staff
• Scheduled Holiday (Future Bookings)
  🟢 Always shown in days.
• Available Holiday
  Remaining balance of accrued holiday.
  • 🕒 Shown in hours for hourly staff
  • 📅 Shown in days for salaried staff
• Value of Holiday Balance
  💰 Positive = owed to employee if they leave
  ❗ Negative = holiday debt (risk to business)

---

🔍 Reading the report

Use the dropdown at the top to select "Last Financial Year" to view data from the previous holiday year. To include leavers, enter a date in the "Leavers after date" field (before their leaving date) and click "Load".

---

Type

• Daily = Salaried staff
• Hourly = Hourly-paid staff

BFor (Brought Forward)

Holiday carried over from the previous year.

Entitled (in year)

Adjusted entitlement for employees who joined mid-year.

Accrued

Holiday earned so far:

• Hourly: typically 12.07% of hours worked
• Salaried: typically 0.54 days/week

Accrued inc BF

Accrued holiday including any brought forward time.

---

Taken

Holiday already taken this year.

7. Scheduled (Days)

Future holiday bookings (shown in days for all staff).

8. Available

Holiday remaining = Accrued (inc BF) - Taken - Scheduled

9. Value

Monetary value of available holiday:

• Based on salary or hourly rate
• Includes run rate for hourly staff

---

💡 Interpreting Holiday Debt

❗ Holiday Debt = Negative Value in the "Value" Column

A negative value means the employee has taken more holiday than they've accrued. This is important for:

• Exit Scenarios
  If the employee leaves, this amount may need to be reclaimed.
• Risk Management
  Holiday debt represents a liability to the business. Monitoring this helps avoid unexpected costs.
• Proactive Planning
  Encourage employees with high debt to reduce future bookings or adjust schedules to balance accrual.

✅ Tip: Use the "Days/Week" field to help employees plan how much holiday they need to take weekly to use their entitlement without going into debt.

---

Days/Week

Average number of days per week an employee needs to take to use all remaining holiday before year-end.

Weekly Breakdown

View holiday position week-by-week for current or previous year.

Run Rate

For hourly staff:

• Average hours worked per shift over past 52 weeks
• Used to calculate paid hours for holiday taken
  ➡️ E.g., Run Rate = 8.0 → 2 days holiday = 16 paid hours