This guide will detail how to set up rolled-up holiday pay to employees. These rules need to be configured correctly to ensure they will apply. See the articles below for assistance.
What's covered in this guide?:
Allowances
Allowance rules can be applied to timesheets either manually or automatically. For rolled-up holiday pay, these must be set up as automatic allowances.
To set up the rolled up holiday pay allowance:
Go to Time & Attendance > Compliance > Allowances.
Click + New Allowance.
Name the allowance (e.g. “Rolled-up Holiday”).
Link it to your payroll system/export file using the corresponding pay items.
Choose Automatic (applied whenever the conditions are met, e.g. any time holiday pay should be rolled into someone’s pay).
Define whether it applies to all staff or only those with specific tags (e.g. staff tagged as hourly).
Choose whether it applies to all shifts.
Select the hours the rolled-up holiday applies to (both ordinary hours and overtime).
What time will it apply? All hours of the shift.
Which shifts will it apply to? All shifts (except leave).
How will it be paid during the shift? Exact amount per hour.
Apply the allowance as a multiplier of the base rate. For the statutory entitlement of 12.07%, enter a multiplier of 0.1207.
Click Create Allowance.
Check that rolled-up holiday pay is applying to timesheets
You can check how rolled-up holiday pay is being applied by reviewing the area beneath an individual shift on the timesheet.
Additionally, at the bottom of the timesheet, you will see this information in the Timesheet Export Summary:
Check rolled-up holiday on the rota
Automatic allowances, such as rolled-up holiday pay, will also be costed on the rota.
To confirm it is applying correctly:
Click the shift of an employee who is entitled to rolled-up holiday pay.
Select ‘See costs’.
The allowance will appear in the rota costings in addition to regular pay.
Rolled-up holiday pay in Reports
Rolled-up holiday pay will also appear in Workforce.com’s reporting tools.
To Report on this:
Go to Reports > All Reports > Costs By Employee Report
Select Total Allowance Cost column, and the Allowance you assigned (e.g. “Rolled-up Holiday”).
Generate Report
You can cross-check this value against:
the Timesheet Export Summary
the costing breakdown on the rota
the shift allowance details on the timesheet
This helps ensure the allowance is being applied consistently across the rota, timesheets, and your reporting data.