How to Manage and View Correct Holiday Balances in Bizimply

Accurately managing holiday balances within Bizimply is essential for ensuring that time-off records and accruals are correctly reflected. This guide covers the steps to manage common holiday balance issues, including adjusting accrual caps and viewing records across date ranges.

Understanding Holiday Balances in Bizimply

Holiday balances in Bizimply are calculated based on accrued hours, time-off records, and predefined settings, such as annual caps. Sometimes, small configuration issues can prevent balances from updating correctly or obscure newly added records.

Additionally, holiday entitlements can be calculated using different methods, such as percentage-based or fixed-days approaches. Ensuring the chosen method aligns with company policies is crucial for maintaining accurate records.

Adjusting Accrual Caps to Resolve Negative Balances

If an employee’s holiday balance appears as negative due to an accrual cap, you can resolve this by increasing the cap. Here’s how:

Navigate to the employee’s profile within Bizimply.
Find the ‘Holiday Accrual Hours’ cap setting. For example, if an employee is entitled to 20 days per year and works 9 hours per day, set the cap to 180 hours (20 × 9).
Increase the cap to allow additional accrued hours to be counted.
Save the changes. The holiday balance should update to reflect the new cap settings.

This adjustment applies immediately, ensuring balances display correctly once the cap matches or exceeds the accrued hours.

Managing Manual Adjustments

Manual adjustments can affect holiday balances by adding hours that exceed the accrual cap. To address this:

Review the employee’s Time Off balance.
Audit any manual adjustments made to the balance.
Reduce or correct the balance if necessary to align with the intended cap.

Handling Unit Conversions (Days to Hours)

Switching between days and hours for holiday tracking can result in negative balances. To correct this:

Recalculate the employee’s holiday balance based on their recorded time off and annual allowance.
Adjust the balance in the Time Off settings to align with the new unit (hours).

Viewing Holiday Data Across Different Time Ranges

Newly added time-off records or balance updates might not display as expected if the date range in your view doesn’t include the intended period. To resolve this:

Check the date range setting in your Time Off view.
Ensure the selected date range includes the new year or desired period.
Once the correct date range is applied, all relevant time-off entries and balance updates will become visible.
If time off spans into a new year, expand the timeframe criteria in the "Time Records" tab to include dates from both the previous and current year. This ensures all relevant records are visible and accounted for.

Holiday balances for a new year will automatically adjust at the beginning of the year. Keeping an updated date range ensures that changes are visible without delay.

Managing Entitlements During Employment Changes

When an employee transitions from part-time to full-time during the holiday year, their entitlement must be prorated to reflect the change. Follow these steps:

Determine the Transition Date: Identify the exact date the employee moved to full-time.
Use a Holiday Entitlement Calculator:
- Enter the full-time start date as the beginning date for the calculation.
- Set the end date to the end of the holiday year (e.g., 31 March if your holiday year runs from 1 April to 31 March).
Adjust the Balance: Apply the calculated entitlement to the employee’s holiday balance, ensuring the full-time allowance only applies from the transition date onward. The earlier part-time period should be accounted for separately.

This approach ensures that the full-time allowance applies only from the transition date onward, while the earlier part-time period is accounted for separately.

Handling Year-End Holiday Records

To maintain accurate holiday records when approvals occur after the holiday year ends:

Save a Point-in-Time Record: Before the holiday year ends, save a copy of the current Holiday Balance Report. This serves as a reference for the balances at the end of the year.
Update Records Post-Approval: Once all relevant timecards are approved, pull a final Holiday Balance Report to reflect the updated balances.
Make Manual Adjustments if Necessary: If discrepancies arise or adjustments are needed for reporting or allocation purposes, make manual updates to the records after the new year begins. Additionally, holiday balances automatically adjust after January 1 to reflect the new year's accruals. Ensure that your system reflects these updates to maintain accurate records.

Frequently Asked Questions

Why is my holiday balance still showing as negative even after an adjustment? Double-check that the accrual cap is set high enough to accommodate the employee's expected accruals.
Why does switching from days to hours cause negative balances? Recalculate the holiday balance based on the employee’s recorded time off and adjust the settings to align with the new unit.
Why don't time-off records show for the next year? Make sure the date range in your view includes the new year.
How are accruals applied for late approvals? Accruals are based on the holiday year dates associated with the approved timecards. For example, if timecards for shifts worked in the final days of the previous holiday year are approved after the new year begins, the accruals from those hours will be applied to the new holiday year rather than the previous one. This ensures that accruals align with the approval date and the applicable holiday year.

How do I prorate holiday entitlements for employment changes? Use a holiday entitlement calculator to determine the correct balance based on the transition date and adjust the system accordingly.
What should I check if holiday balances seem incorrect? Review the contracted or average hours configuration, holiday accrual method, and daily average calculation to ensure they align with the employee’s working pattern and company policies.
What happens if manual adjustments exceed the accrual cap? Audit the adjustments and correct the balance to ensure it aligns with the intended cap.- Why might a part-time employee’s holiday day value seem incorrect? Check the following:
- Ensure the daily average aligns with the employee’s actual working pattern.
- Verify whether the system is using a percentage-based or fixed-days accrual method and confirm it matches your company’s policy.
- Check if the system is calculating daily averages based on historical shifts rather than contracted hours. Adjust the work pattern configuration if necessary.

How can I manage and view correct holiday balances in Bizimply?