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.
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.

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. 4. If time off spans into a new year, expand the timeframe criteria in the "Time Records" tab to include dates that cross into the new year. This ensures all relevant records are visible.

Holiday balances for a new year will generally 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:

Identify the date the employee moved to full-time employment.
Use a holiday entitlement calculator to determine the number of days due for the remainder of the holiday year:
- Enter the full-time start date as the starting date.
- Set the end date to the end of the holiday year (e.g., 31 March if your year runs from 1 April to 31 March).
Adjust the employee’s holiday balance to reflect the calculated entitlement.

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:

Generate a Point-in-Time Report: Before the holiday year ends, save a copy of the current Holiday Balance Report. This serves as a reference for the balances at year-end.
Update Records Post-Approval: After all relevant timecards are approved, generate a final Holiday Balance Report to reflect the updated balances.
Manual Adjustments: If necessary, make manual adjustments to holiday balances or allocations once the new year begins to ensure accuracy. 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 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 will apply to the new 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.

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