Frequently Asked Questions & Answers
Q. How do my team request holiday?
A. If you are using our HR module your team can either request holiday via the app or by logging into their profile on www.S4labour.com the main difference is within S4labour.com they can see and manage requests and also see how many holidays they currently have accrued.
Q. How do I manage my employee holiday requests?
A. If you are HR user you will have the HR home screen where you will see your requests you need to approve, you should always view them, check for accrual, dates and also view the snap of the calendar to see if others are off. A short video on managing requests can be found here
Q. Can I add holiday directly onto the rota?
A. Yes, each H on the rota represents a days holidays pay. If an employee is taking the full week off but only one day would be paid you would enter only 1 day as H and the other 6 days a NA (not available)
Q. How can I see how many Holidays my employees currently have accrued?
A. This is managed via the holiday accrual report, if you need to know how to read this report please check out this video
Q. What does holiday accrual mean?
A. The term accrual means the accumulation or increase of something over time. Hourly paid employees accrue holiday for each hour they work whereas salary employee accrual holiday over time. This video will explain it very clearly for you.
Q. Why do I need to put 28 days holiday for an employee who only works 1 day a week?
A. 28 days is the statutory entitlement of holiday which works out to be 5.6 weeks. All employees are entitled to at least this statutory amount because the system works in weeks rather than days you need to enter the amount in as days. This might be more than 28. In line with HMRC those employees whose hours vary accrual holiday for every hour they work, by ensuring you enter the entitlement incorrectly will ensure the accrual rate is calculated correctly and the system will work out based on hours entered into the rotas what each employees holiday accrual is and also what a days holiday is worth to that employee. More about holiday accrual can be found here
Q. How do I know how many days of holiday one of my employees will have over the year?
A. This is a really difficult one to predict as their working hours might change, fluctuate. For full-timers who always work 5 days a week you can assume they will have the full entitlement however those that shifts patterns change or seasonal workers you can't predict and that's why it will only show how many holiday days they currently have accused when they go to book rather then what they have as an annual 'allowance'. This is all visible to users with the holiday accrual report.
Q. How do I remove the holiday?
A. Via the holiday calendar, it is removed one day at a time by clicking on the date and then clicking on the x next to the employee's name. Or you can remove the H off the rota.
Q. Can an employee cancel a holiday?
A. Yes but only prior to the request being approved. This can be done via the 'manage my requests' within the employee dashboard profile.
Q. Can an employee request time off rather than just holidays?
A. Not via the S4labour request function. Only Holidays can be requested. You can use the NA directly on the rota page to stop you from scheduling someone that has requested a day off.
Q. When someone requests a week off how many holiday days does it use?
A. When you accept the request you will see how many working days the request is for. If it spans over a rota week the 7 days then usually if the employee works 5 days a week this will then transfer onto the rota page as 5 H and 2 NA's however if the request spans over two rota weeks this 7 day period might be treated as 7 days holiday. You can of course always navigate to the rota week and add NA's before and after to tag the employee days off to the holiday request or swap our H's for NA's
Q. What does run rate mean?
A. Run rates are the average shift length for an employee meaning when an employee takes a holiday day this is how many hours will be taken from the accrual pot.
Q. My employee holiday accrual doesn't seem to be correct?
A. Firstly check the employees details are correct, their start date, their contracted terms etc. Secondly, check your organisation has loaded historical holiday data showing the current accrual for each employee and what holiday they had taken so far this year (remember when providing this hourly employee should be in hours and daily employees in days. Finally, check the furlough/ absence records for this employee are correct and up the date. If you need help please do contact firstname.lastname@example.org