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Rota Time off Migration for HR and Payroll integrated accounts

Updated

This article details the upcoming changes to the time off management process for UK customers. 

Questions

Answers

  What are the upcoming changes to time off?  

Clients that are currently using both Employment Hero HR and Employment Hero Payroll, will be transitioning to a new, improved time off functionality, located in the HR platform.

The improvements include: 

  • The ability to add tiered time off directly to your time off categories, without the need for multiple Time off Allowance Templates. This allows for additional time off to be automatically assigned to your employees, based on length of service. 
  • The ability to automatically set pro-rata rules against your time off categories, to automatically calculate time off entitlements for part-time workers. 
  • The ability to attach an automated return to-work process to a sickness time off category if required. 

  When will the new functionality be introduced?  

Clients will be migrated in two phases, depending on their existing time off set-up.  You will be contacted when your organisation is ready to migrate to the new functionality.

    What are the migration steps?  

  • We will migrate your existing time off categories from Payroll to HR. This action is completed in the backend of the platform and does not impact your employees or managers.
  • We will provide guidance on how to create your time off policies in HR. These time off policies will replace your existing time off allowance templates in payroll. This should take no more than 1 hour of your time
  • Your existing balances will be migrated to the new functionality within the HR platform 
  • You will be all set up and ready to go on the new functionality

  How do I manage my time off types after the migration?  

After the migration, new time off types will be created in your HR platform by the Administrators of your HR platform. Once created, time off types will automatically synchronise to your payroll platform. 

For more information on managing time off types in HR and Payroll, please refer to this guide 

  What is a Time off type?  

A time off type in HR is also known as a time off category in payroll. Time off types are selected by your employees to determine the type of time off they are taking (e.g. Time off / Sick Time off (Statutory Sick Pay))

  What is a time off policy?  

A HR time off policy, replaces the time off allowance template functionality in payroll. Time off policies will be assigned to your time off types to determine: 

  • Company holiday entitlement/s - the number of days that your employees are assigned to in a holiday calendar year
  • Holiday calendar year - the start and end dates of your time off year. This determines the dates your employees are awarded a new balance each year
  • Pro rata rules for part time employees -
  • Tiered time off - the ability to set tiers to allow employees to be automatically assigned an increased time off balance based on length of service

For more information on creating time off policies in HR, please refer to this guide.

  How do I manage part-time workers?  

By selecting the Pro Rata for Part Time/Casual Employees option in a time off policy, Employment Hero will automatically calculate time off balances for your part timer workers.

Pro rate balances will be calculated based off the normal working hours per week field in HR and the employee's work hours on their employee file. Refer to these articles for the process steps:

Once the above steps have been taken, the time off balance will be pro-rated accordingly.

NOTE: If an employee is assigned to a bank holiday calendar in HR, the bank holidays will not be pro-rated.To learn how to assign a bank holiday calendar, click here<></>

  How will time off balances be managed after the migration?  

After the migration, time off balances will be controlled from your HR platform and can be adjusted in bulk or individually when required. Time off balances will no longer be controlled by a pay-run in your payroll platform, but will update automatically in HR on approval of a time off request. For more information on managing time off balances, refer to these articles

  Will any data be lost in the transition from Payroll to HR Time off?  

Your time off categories and time off balances will be migrated to HR, however your time off policies (previously known as time off allowance templates) will need to be recreated in the new functionality. Our customer success team will assist you in recreating time off allowance templates as time off policies.

  How will this affect my employees?  

There will be no change to the way employees request time off. This will be a seamless transition and employees will continue to submit time off in their desktop or on the Employment Hero Work app, according to the following processes:

  Should we still apply time off in Payroll?  

Time off requests will continue to be applied in a pay run to ensure the payroll time off balances and HR balances are aligned. Refer to the following guide for applying time off in a pay-run: Apply time off in a pay-run

  Will time off balances be locked once a time off request is processed?  

Time off balances will continue to lock in the normal way, once a time off request has been processed in a pay-run. This ensures time off taken can not be deleted from the platform. 

 

  Where can I find any further information?  

For a full list of guides to assist HR and Payroll Admins in managing the new time off functionality, refer to the guides below.

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