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FAQ - UK Carry Over 2020 - COVID 19

Looking for a way of managing your Carry Over after the guidelines have been relaxed? We've put together some ways you can get this set up in Appogee HR. 


In March, the UK Government announced changes to the annual carry over rules in order to support those who were unable to take their leave during the pandemic. 


For the full update from the Government, click here. 


Appogee HR provides support to automatically carry over unused leave from one leave year to another, but does not provide support for multiple years. This FAQ documents how to manage Carry Over in relation to the UK Government guidelines, over a multiple year period.


You have two options available: 

  1. Split the carry over amount between the two years. For example, you may wish to split the amount in half and give 50% in 2021 and 50% in 2022.
  2. Add all the carry over to the 2021 allowance and repeat the process for 2022.

Option 1 - Percentage Split


Download your employees’ remaining allowances. It is advisable to wait and do this at the end of the year so that all remaining leave is correct and your employees do not submit additional requests in 2020. 


Reporting > Data Export > New Template


Dataset = Allowances

Fields = Employee Name, Team, Allowance Name, Leave Remaining Days

Filters=

Allowance Name equals Jan 2020 - Dec 2020 (or variation depending on leave year and time format settings)


The export should look similar to this:


Use this export as a reference point for managing your carryover over multiple years. This can be managed using a spreadsheet software such as  Microsoft Excel or Google Sheets. 


Create columns in the spreadsheet for 2021 and 2022 allowances. If you’re planning on splitting the remaining allowance 50%, simply divide the ‘Leave Remaining Days’ amount by 2. 



You may wish to split the allowance differently, for example 60% in 2021 and 40% in 2022. To do this, use the following formula:

2021 allowance column: =(Leave Remaining Days/100)x60

2022 allowance column: =(Leave Remaining Days/100)x40

 



Now you can add the amount to your employees’ allowances for 2021. The quickest way to do this is using the Bulk Adjust Allowances tool. The tool can only be used to update allowances for the current year, so if your leave year runs Jan-Dec, you will need to wait until January in order to use the bulk update. If you want to add the carry over prior to this, you can do it individually for each employee using the allowances table.


Go to Leave Admin > Bulk Adjust Allowances. 


If your report above has been generated in days, then select the export in days option. 


Choose 'Carry Over Adjust' in order to update the Carry Over amount. 



Click Export. 


Add the amount from the 2021 allowances column of your master spreadsheet to the amount in the New Leave Amount column of the Bulk Adjust Allowances template. 


Save as CSV and re-upload using the tool. 


Option 2 - Add full carry over amount in 2021 & repeat in 2022


Download your employees’ remaining allowances. It is advisable to wait and do this at the end of the year so that all remaining leave is correct and your employees do not submit additional requests in 2020. 


Reporting > Data Export > New Template


Dataset = Allowances

Fields = Employee Name, Team, Allowance Name, Leave Remaining Days

Filters=

Allowance Name equals Jan 2020 - Dec 2020 (or variation depending on leave year and time format settings)


The export should look similar to this: 


Use this export as a reference point for managing your carryover over multiple years. This can be managed using a spreadsheet software such as  Microsoft Excel or Google Sheets. 


Now you can add this amount to your employees’ allowances for 2021. The quickest way to do this is using the Bulk Adjust Allowances tool. The tool can only be used to update allowances for the current year, so if your leave year runs Jan-Dec, you will need to wait until January in order to use the bulk update. If you want to add the carry over prior to this, you can do it individually for each employee using the allowances table.


Go to Leave Admin > Bulk Adjust Allowances. 


If your report above has been generated in days, then select the export in days option. 


Choose 'Carry Over Adjust' in order to update the Carry Over amount. 



Click Export. 


Add the amount from the 2021 allowances column of your master spreadsheet to the amount in the New Leave Amount column of the Bulk Adjust Allowances template. 



Save as CSV and re-upload using the tool. 


Repeat this process at the end of 2021 to add the remainder to the 2022 allowance. 

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