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Changing Work Profiles midway through a Leave Year

Applicable packages Leave Time HR Essentials HR Success


Required Roles Team Manager HR Manager Administrator ADU Manager

In this article: 

Introduction

Employee Allowance Changes

Employee Working Hours Changes


Employee allowance & working rota is determined by their Work Profile. For more information around Work Profiles, please look at the following article: Work Profiles.


You may be required to change an employee's Work Profile midway through a Leave Year, this process is straightforward, however there may be some additional admin to ensure the employee's allowance and requests are correct. 


The following article uses two scenarios in which you would need to change a Work Profile and takes you through the instructions. 



Employee allowance changes


 An employee's contract changes which means their annual leave entitlement will change. This is different from Length of Service (additional leave allowance rewarded for time employed) as we have a feature specifically for this. 


If you're changing the Work Profile and want the new allowance backdated to the start of the year, you can change the Work Profile and visit the Allowance Calculator - you do not need to follow these instructions.


If this allowance change is a one-off (this year only), we do not recommend changing Work Profiles but manually changing their allowance instead. This can be done by going to Allowances > search for employee > Edit > Manual Adjust. 



Step 1 - Approve/reject any pending requests the employee may have. To do this, go to Leave > Approvals. 



Step 2 - Change the Work Profile by going to Organisation > Employees > select the employee > click the pencil icon and select the new Work Profile.



The system will prompt you to visit the allowance calculator. This is not necessary unless you want to change the employee's allowance for the current year in full. Untick the box and do not visit the Allowance Calculator. 


Step 3 - We now need to manually adjust the employee's allowance for the remainder of the year, in line with the allowance in the new Work Profile. 


Example: We will use a Leave Year of January - December and an employee with an annual entitlement of 20 days, increasing to 24 days. Their remaining allowance at the time of change is 10 days, and the are 4 months remaining in the Leave Year. 


The calculation is as follows: (Annual Entitlement ÷ 12) x months remaining


(24 ÷ 12) x 4 = 8.


We now need to manually adjust the employee's profile by adding 8 days. Go to Leave > Allowances > select the employee > Manual Adjust. 


They will have a new allowance of 28 days. 






Employee working hours changes


 An employee's contract changes which means their working hours will change. 


Step 1 - Make a note of the dates of any future leave requests (after the contract change date) and cancel these. The system does not recalculate any requests, if the days or hours change, so these will need to be resubmitted after the change to the working hours. 



Step 2 - Change the Work Profile by going to Organisation > Employees > select the employee > click the pencil icon and select the new Work Profile.



The system will prompt you to visit the allowance calculator. This is not necessary unless you want to change the employee's allowance for the current year in full. Untick the box and do not visit the Allowance Calculator. 


Step 3 - We now need to manually adjust the employee's allowance for the remainder of the year, in line with the allowance in the new Work Profile. 


Example: We will use a Leave Year of January - December. An employee working 4 days a week  with an annual entitlement of 20 days, increases to 5 working days and 24 days annual leave. Their remaining allowance at the time of change is 10 days, and the are 4 months remaining in the Leave Year. 


We need to pro-rate the original entitlement, as the employee has only worked 8 months of the year. Then deduct the amount they have remaining. 


(20 ÷ 12) x 8 = 13.3


Of which, the employee has used 10. So their new remaining amount is 3.3.


Then we add that to the new pro-rated amount below. 


The calculation is as follows: (Annual Entitlement ÷ 12) x months remaining


(24 ÷ 12) x 4 = 8.


We now need to manually adjust the employee's profile by adding 8 days. Go to Leave > Allowances > select the employee > Manual Adjust. 


They will have a new allowance of 3.3 + 8 = 11.3 (can be rounded up or down)



Step 4 - Backfill the cancelled requests. This will now deduct the correct amount of days as per the new working rota. 



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