Holiday accruals -function calculates new holiday accruals. The function can also create a holiday accrual voucher for bookkeeping. Accrual euros are calculated and accrued according to the earning month. The program considers accrual euros based on the last day of the pay period of the accrual month being processed. In other words, holiday accruals are formed for the month in which the last day of the processed pay period falls. In the Holiday accruals -function, you can check and edit the employee's holiday accruals monthly, and the accrual euros to be accrued can be freely edited. Changes affect the "Holiday pay debt" -function, where you can check the changes and their impact. Holiday accruals can be edited for any month, regardless of whether the bookkeeping voucher for holiday pay accrual has already been created or not. If the user edits the figures for a month for which a voucher has already been created, this will be notified before saving the changes.
CONTENT
- Holiday accruals -view features
- Calculate holiday accruals
- Editing holiday accruals
- Show accrual change need
- Voucher creation and preview
- Frequently asked questions
Holiday accruals -view features
The page opens by default to the previous month. The view's information can be limited with various search and filter criteria. The displayed information can be limited by holiday credit year or calendar year, as well as by the desired month or the entire year. Columns can also be hidden and shown from the "Show columns" dropdown menu.
Employees -dropdown menu allows you to select the information of the employees to be displayed in the view or filter the view with three different quick selections, which are: employment valid at the selected moment, employment ended and still values, and employment ended and no values.
Salary models -dropdown menu allows you to select the desired salary model instead of the default "all".
Holiday calculation methods -dropdown menu allows you to select the desired holiday calculation method instead of the default "all".
Selecting the whole year allows you to view the values of the holiday accruals for the entire holiday credit year or the entire calendar year. In this case, the "create voucher" and "calculate holiday accruals" buttons are grayed out. When you want to create a voucher or calculate holiday accruals, you must select the desired month to be visible, for which you want to calculate holiday accruals or from which you want to create a voucher.
After setting the filters and search criteria, the view must be updated with the "Update view" button.
Employment status -column shows the status of the employment for the selected time period or month. The start date of the employment can be seen by hovering the mouse over the status.
Employment condition shows the selected employment condition for the employee, which can be either 35 hours, 14 days, or no condition.
Workdays or hours -column indicates whether the employee's employment condition has been met for the selected month or not. Clicking the column opens a view where you can check the basis for accrued holiday days.
Holiday calculation method -column shows the selected holiday calculation method for the employee. The employee can have multiple holiday calculation methods.
Accrued holiday days -column shows the accrued holiday days for the accrual month. The accrual accumulates according to the condition and accrual rule set for the employee.
Payslips -column shows the payslips with paid status in the payroll process, whose pay period end date falls on the selected month. For example, a pay period from 1.5.-31.5.2023, with a payment date of 15.6.2023, the payslip is visible according to the last day of the pay period in May 2023.
Calculate holiday accruals
New holiday accruals are updated by selecting "Calculate holiday accruals" from the top right corner of the page. Calculating holiday accruals updates the employee's holiday accruals from the payslip information. The information for the accrued holiday pay and holiday bonus columns is formed from the values of the salary types "Holiday pay accrual" and "Holiday bonus accrual" visible on the payroll accountant's view tab of the payslip.
Note! If a filter has been applied to the view for specific employees or salary models, the program calculates the holiday accrual values for all employees who have a payslip and its payroll accountant's view with "Holiday pay accrual" and "Holiday bonus accrual" salary type rows.
Editing holiday accruals
Holiday accruals can be edited by clicking the employee's row. After clicking, the accrued euros and days formed for the employee will open. The selected holiday calculation methods for the employee are highlighted in the opened view to facilitate correction.
If values are manually entered or edited in the accrued holiday days, accrued holiday pay, or accrued holiday bonus columns to differ from the calculated accruals, a blue i-info icon will appear on the right side of the column to indicate that changes have been made by the user.
If the user clicks the "Calculate holiday accruals" button again after editing holiday accruals, the program warns that manual changes will be overridden: "NOTE! Accrual information has been manually edited. Calculating holiday accruals will replace these given values."
If the user edits the figures for a month for which a voucher has already been created, this will be notified before saving the changes: "Editing accruals after voucher creation".
Show accrual change need
If there is a change in the employee's holiday accrual information that affects already accrued holiday pay accruals, this is notified by suggesting an accrual change. The accrual change information can be checked from the "Show accrual change need" button. Accepted and saved accrual changes are visible in their own columns in the Holiday accruals -function. The suggested accrual change does not have to be saved.
More details about accrual changes are explained in their own help guide: Accrual changes
The information of a saved and accepted accrual change need is visible as a white info icon on the left side of the accrued "Holiday pay" and/or "Holiday bonus" columns. Hovering the mouse over the info icon, the icon shows what accrual changes affect the accrual voucher information for that month if the program's suggested accrual change need is saved.
If an accrual is edited that has been subject to accrual changes, the accrual change is replaced by the value entered by the user. In this case, the total balance will be visible in the Holiday accruals -view.
Example. In the image below, the accrued holiday pay in August is €200.00, and an accrual change proposal has been accepted for the employee, which increases the accrued amount 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 August holiday pay debt in bookkeeping.
Voucher creation and preview
Voucher creation is not possible until holiday accruals have been calculated, which is notified in the voucher creation view.
The bookkeeping voucher for holiday pay accrual is created from the bottom right corner of the page by selecting "Create voucher". The create voucher button opens a preview of the holiday pay accrual voucher, where you can see the summary of the accrued holiday pay debt and the employer's contribution of the holiday pay debt. The holiday pay debt, employer's contribution of the holiday pay debt, and releasing the employer's contribution of paid holidays can be opened to view by employee by clicking the desired row.
Note! If a filter has been applied to the holiday accruals view for specific employees or salary models, the program creates the holiday accrual voucher values for all employees for whom accruals have been calculated or saved.
The voucher can be created by clicking the "Create holiday accrual voucher" function. After creating the voucher, the voucher number is visible on the Holiday accruals -page in the bottom right corner, from where the voucher was created.
The preview tab shows the information of the bookkeeping voucher to be created, where you can check, for example, the cost objects of the holiday pay accrual.
The information of the created voucher can be invalidated if necessary by clicking the "Invalidate voucher" button at the bottom right of the view. The program will confirm if you really want to invalidate the entire voucher. The voucher is invalidated by clicking the "Invalidate" button or the invalidation can be canceled by clicking the "Cancel" button.
The values saved in the "Holiday accrual voucher information" -view do not change even if settings affecting employer's contribution accruals are changed. The employer's contribution in holiday accruals shows the insurance percentages and calculation basis in the settlement point settings at the time of holiday accrual calculation. Changes in settlement point settings, such as insurance percentages or the payroll settings option "Reduce employee's share from settlement point's holiday debt" do not affect already created vouchers or the holiday accrual voucher information -view.
Frequently asked questions
Why are paid holiday pays not visible in Holiday management?
Paid holiday days and holiday pays, as well as holiday compensations, are visible in the Taken and paid -view according to the month of the pay period end date.
Payslip additional information -tab shows the paid and taken holiday days processed on the payslip. The payslip can be opened for viewing from the Holiday accruals -page "Payslips" -column.
Where can I correct taken and paid holiday days or euros?
Taken and paid holiday days can be edited from the Taken and paid -function. Pay > Holidays > Taken and Paid
More details on checking and editing holiday days: Taken and Paid
Posting of releasing paid holiday pay debt employer's contribution?
When holidays have been paid, the releasing of paid holiday employer's contribution is shown at the end of the holiday pay accrual voucher preview window Releasing paid holiday employer's contribution.
The employer's contribution of paid holiday pay is released on the holiday pay accrual voucher from the bookkeeping account defined in the salary model's holiday settings. The counter account used is the bookkeeping accounts set for insurance settlement points, which are also used on the employer's contribution accrual voucher. If the posting method for releasing the employer's contribution of holiday pay accrual does not match the company's posting practice, the formed holiday pay accrual voucher can be manually edited after voucher creation.
Extra holiday days have been agreed for the employee. How can I make the holiday days visible on the payslip and in holiday management?
If you want to add agreed holiday days for the employee to be taken, the holiday days can be added on the Holiday accruals -tab for the desired holiday year. Please check the settings of the Holiday management filter tool before saving, so that holiday days saved for a holiday year or accrual month outside the employment are considered on the payslip and holiday management views. Help guide: Holiday accruals and Holiday management views
Why is the cost object missing from the holiday accrual voucher, even though the employee's payslip has an allocation curve?
For the allocation curve function and cost object formation on the holiday accrual voucher, it is required that the payslip has a value from calculatory (salary in money and gross pay) salary types. If the employee is, for example, a monthly salaried employee with a full month unpaid absence, meaning the calculatory values on the payslip are €0.00. The program does not consider it, for example, on the holiday accrual voucher, as there are no values/euros from calculatory salary types (salary in money, gross pay) on the payslip from which the program could calculate a cost object-based distribution. In this case, the cost object must be manually added to the formed holiday accrual voucher.
Why is the employer's contribution accrual percentage different on the holiday accrual voucher than in the settlement point settings?
The employer's contribution accrual percentage on the holiday accrual voucher may differ from the settlement point settings if the payroll settings have "Reduce employee's share from holiday pay accrual employer's contribution" selected. This setting affects how the employer's contribution accrual share is calculated on the holiday accrual voucher.
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