CONTENT
- Basis for accrual change calculation
- Content and handling of accrual change
- Saved and approved accrual change
- Deleting/zeroing accrual change
- Example of accrual change calculation
- Accrual voucher and cost centers
- Holiday pay accrual work steps
- Frequently asked questions
- What has formed the accrual change?
- I paid the final settlement with the HolidayKTA calculation method. Why is the accrual change so large?
- How can I edit the accrual change?
- Why can't the accrual change be edited for the month being handled?
- Why doesn't the editing of the accrual change succeed?
- How do I delete a saved accrual change?
Basis for accrual change calculation
Holiday pay accrual is done on the Holiday accumulations page every month. In addition to new accumulations, changes in employee information can occur, affecting already made holiday pay accruals. The program interprets during "Calculate holiday accumulations" whether the current holiday pay accrual of the employee matches the information of the vouchers already formed and previous accrual changes. If a correction is needed, it is notified in the Holiday accumulations view.
The need for change can arise, for example
- from a change in the holiday calculation method
- from a change in the salary basis
- from a change in the holiday accumulation rule based on the duration of employment
- during the payment of the final settlement
Previously saved accrual changes affect the accrual change. The accrual change works best when all accumulated, taken, and paid holiday days are entered monthly in the employee's holiday information, and holiday days have not been corrected or saved with cumulative information. Holiday information should also be saved so that the accumulated holidays in the previous holiday determination year are the same as those paid in the next holiday determination year.
Content and handling of accrual change
Notification of the need for accrual change is displayed in the Holiday accumulations view with an orange triangle "Show accrual change need". The accrual change need column "Show all employees" or employee-specific "Show accrual change need" link opens the Accrual changes review view. The view details Old values and New values and the Change formed from their difference. If necessary, you can edit the figures in the New values section.
Old values show holiday accumulations or euros and days from previous accrual changes for holiday pay accrual. The Change column looks at holiday accumulations for holiday days monthly, what holiday days have accumulated, and compares it to paid holiday days. For example, if 2.5 holiday days have accumulated, but 6 days have been marked as paid, the accrual change shows -3.5 days when more holidays have been taken than accumulated.
Therefore, also check the impact of saved accrual changes from previous months in the Holiday pay debt view and the employee's previous holiday accumulations, for example, through the Holiday pay debt view's "All information" link.
The accrual change offered by the program does not have to be saved. The options "Save" and "Cancel" are found at the bottom right of the page. Save the proposed accrual change only after you have checked the employee's information and all months from the Holiday pay debt view or Holiday accumulations.
Saved and approved accrual change
The information of the saved and approved accrual change need is displayed as a white info icon on the left side of the accumulated "Holiday pay" and/or "Holiday bonus" columns. Hovering the mouse pointer over the info icon, the icon tells what accrual changes affect the information of the accrual voucher for that month, if the program's accrual change need has been saved.
If such a holiday accumulation is edited, which has been affected by accrual changes, in this case, the accrual change is replaced by the value entered by the user. Then the total balance appears in the Holiday accumulations view.
Example. In the image below, the holiday pay accumulated in August is €200.00, and the employee has simultaneously approved an accrual change proposal that increases the amount to be accrued by €150.00. The accrual change affects April, May, and June 2022 according to the white info icons. Their total sum is €400.00, which is recorded in the bookkeeping as August's holiday pay debt on the accrual voucher.
Deleting/zeroing accrual change
After saving, the euros of the accrual change cannot be deleted except by editing new values in the accrual change edit view to get a +/- entry in the change section. For example, if the accrual change shows accumulated holiday pay of - €300 and this is to be zeroed, edit the accrual change so that you get + €300 in the "Change" column for accumulated holiday pay. This way, the accrual change is zeroed.
Example of accrual change calculation
In the example above, the employee's monthly salary has increased from €2000 to €2300. Therefore, there is a need to increase the holiday pay accrual made for January-February.
Old values
In January and February, the Old values section shows Accumulated holiday pay of €160 and Accumulated holiday bonus of €80. The amount is calculated based on the formula of the holiday calculation method: Monthly salary / 25 x holiday days accumulated in the month.
The old value is formed by the calculation formula 2000 / 25 x 2 = €160, and the Accumulated holiday bonus amount is half of the holiday pay accrual amount, i.e., €80.
New values
New values section offers corrected accrual information. Accumulated holiday pay is formed by the calculation formula 2300 / 25 x 2 = €184, and Accumulated holiday bonus is half of the holiday pay accrual, i.e., €92.
Change
Thus, a change is needed for January and February's Accumulated holiday pay totaling €48 and Accumulated holiday bonus totaling €24. No Change is shown for March, as the accrual voucher for March is still being formed, and this view only shows detailed accrual change needs for previous months.
- Old value: 160
- New value: 184
- Accrual difference: 184 - 160 = 24
- Daily price: 24 / 2 = 12
- Accrual change: Unpaid holiday days 2 days x 12e daily price = 24e
By saving the Accrual changes review view information, approved changes are transferred to the Accrual changes section columns, and the Accrual change need link disappears for that employee. The Accrual voucher information section columns now show the total of Accumulations and Accrual changes, which form the euros for the accrual voucher to be made. The voucher is formed by selecting Holiday accumulations "Preview and form voucher".
Accrual voucher and cost centers
These details form the accrual voucher. The voucher shows Row description detailing which rows are formed from the accrual change entry and what is the new holiday pay debt for that month.
In the example below, the employee's January payslip had Helsinki as the calculation target and February had Pori. From the voucher, you can see that the total accrual change of €72 for January-February is recorded for January's change according to the January payslip's Allocation curve for the calculation target Helsinki and for February's change according to the February payslip's Allocation curve for the calculation target Pori.
Additionally, March's new accumulation is recorded according to March's payslip's Allocation curve for the calculation target Lappeenranta. All accrual euros are recorded on March's voucher, but the accrual change knows to consider the calculation targets of the change months in the voucher entries.
Holiday pay accrual work steps
Below is a brief list of holiday pay accrual work steps:
- Calculate holiday accumulations from Holiday management, "Calculate holiday accumulations" button
- Notification of the need for accrual change is given for the employee
- Drill down to the Accrual changes review view and check the offered values from the "Show accrual change need" link
- Approve the accrual change with the Save button or if you do not approve, select Cancel
- Accrual voucher information section shows Accumulations and Accrual changes total, and the voucher is formed based on this information
- Form the accrual voucher from Holiday management accrual voucher
Read more about Handling holiday pay debt in bookkeeping.
Frequently asked questions
What has formed the accrual change?
The information of the accrual change does not directly state why the accrual change information has formed. By examining the old values and new values of the accrual change, one can deduce whether the accrual change increases or decreases the accumulated holiday pay for past months.
The need for change can arise, for example:
- from a change or removal of the holiday calculation method,
- from a change in the salary basis or
- from a change in the holiday accumulation rule based on the duration of employment
- during the payment of the final settlement
- more holiday has been paid than accumulated in the previous year
I paid the final settlement with the HolidayKTA calculation method. Why is the accrual change so large?
The final settlement function currently works only for monthly salaried employees also from new holiday accumulations. If the final settlement is calculated with another holiday calculation method, an accrual change is formed from this, as the program tries to "correct" the overpaid holiday compensation.
User guide: Calculate final settlement function
How can I edit the accrual change?
The accrual change can be edited on the Holiday accumulations page from the "Show accrual change need" link employee-specifically. The "Show all employees" link also allows editing accrual changes.
Why can't the accrual change be edited for the month being handled?
A new holiday accumulation is still being saved for the month being handled, so the accrual change cannot be made for a month where accumulations have not yet been saved. The accrual change always handles past already calculated holiday accumulations.
Why doesn't the editing of the accrual change succeed?
Editing the accrual change is not allowed if the month already has a holiday pay accrual voucher formed.
How do I delete a saved accrual change?
After saving, the euros of the accrual change cannot be deleted except by editing new values in the accrual change edit view to get a +/- entry in the change section. For example, if the accrual change shows accumulated holiday pay of - €300 and this is to be zeroed, edit the accrual change so that you get + €300 in the "Change" column for accumulated holiday pay. This way, the accrual change is zeroed.
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