Who this guide is for: System administrators – Requires ‘Rota Setup’, ‘Entitlement Setup’, ‘Users’, and ‘User Templates’ permissions.
Overview
This guide explains how to configure Public Holidays for part-time employees so that e-days automatically deducts holidays based on each user’s Rota pattern and awards a prorated entitlement balance.
Why It Matters
Part-time staff must receive a pro-rata share of full-time Public Holiday entitlement and must not be treated less favourably. Without proper setup, employees who never work on certain weekdays can end up with excess or insufficient holiday balances.
Key Concepts
- Rota Pattern: Defines which weekdays an employee works (e.g. MTWTF = Mon–Fri).
- FTE (Full-Time Equivalent): The fraction of a full-time role (e.g. 0.8).
- Public Holiday Group: A list of dates applied to users’ calendars.
- Affected Entitlement: The entitlement pot (e.g. Holiday) from which days are deducted or awarded.
Part 1 – Automatic Deduction
Goal: Deduct only the Public Holidays that fall on a part-timer’s working days.
- Create a dedicated Public Holiday Group for part-timers and set its Affected Entitlement to Holiday.
- Populate this group via the import feed or manual entry with all standard Public Holidays for your region.
- Apply the group either per User (via Users → Edit → Calendar) or per Template (via User Templates → Edit → Calendar).
- The system automatically deducts only the number of Public Holidays falling on working days.
Example: With 8 total holidays assigned:
- Rota MTWTF, FTE 1 → Deduct 8 days (Net 0)
- Rota TWTF, FTE 0.8 → Deduct 3 days, Net +3.4
Part 2 – Awarding Prorated Days
Since deductions reduce the Holiday balance, part-timers must receive a prorated award:
- Manual Award: Adjust an individual’s entitlement or use the Import Entitlement tool for bulk updates.
- Automatic Award: Configure an Entitlement Element dedicated to Public Holidays:
- Under Entitlement Setup → Elements, create/edit an element for Public Holidays.
- Set Restrict element to award entitlement for public holidays to Yes.
- Assign this element a lower sort-index, so deductions apply first.
- Ensure your Public Holiday groups deduct from the correct entitlement pot.
Formula:
FTE × Total Public Holidays
e.g. 0.5 × 8 = 4 days
How It Works at Rollover & FTE Changes
- On year rollover, the new Public Holiday allowance populates automatically.
- FTE changes trigger recalculation of awarded days based on months before/after the change:
(Old FTE × Months pre-change ÷ 12 × Total Holidays)(New FTE × Months post-change ÷ 12 × Total Holidays)
Example: FTE changes 1 → 0.5 on 1 July with 8 holidays:
- (1 × 6/12 × 8) + (0.5 × 6/12 × 8) = 6 days
Considerations
- Adding new holidays or changing templates requires manual entitlement adjustment.
- Leaver records and mid-year template changes do not auto-recalculate—adjust manually or via FTE reset.
- Ensure all relevant holidays are configured before rollover to prevent gaps.