Pro‑rata and Holiday Allowances for Part‑Time Workers

Summary This article explains how to apply pro-rata and set up holiday allowances for part-time workers, including when to use policies versus per-user pro-rating and how absence types/subtypes are organized.

When to use policies vs per-user pro-rata

• Create a separate absence policy for each different base annual allowance (for example, 25, 27, 30 days). Each policy should have its own subtypes added.
• Part-time workers may require their own policy because they will not earn as much holiday as full-time staff. Assign a specific policy for those reduced allowances (for example, a 4-day worker with a 20-day allowance should be on a 20-day policy).
• Pro-rating is used only for users who started part way through the holiday year. You can pro-rate an individual user on their person profile and in the Time Off section without creating a new policy for that reason alone.

How absence types and subtypes work for holiday allowances

• You cannot add subtypes to the main holiday absence type. To use subtypes, create a new holiday absence type (not the main built-in holiday type).
• For holiday configurations, use a separate absence type for each distinct holiday type/allowance rather than relying on subtypes under the main holiday type.
• Each policy must have its intended subtypes (or absence types) added so the allowance displays correctly on users’ profiles.

Step-by-step approach to set up allowances and pro-rata

1. Identify all base allowance groups (e.g., 25, 27, 30 days).
2. Create an absence policy for each base allowance group.
3. For different holiday allowance categories that need distinct handling, create distinct absence types (do not attempt to add subtypes to the main holiday type).
4. Add the appropriate subtypes to each policy or ensure the policy is linked to the correct absence type so the correct allowance displays on user profiles.
5. For part-time workers whose allowance differs from the base, assign them the corresponding part-time policy (for example, a 4-day worker → 20-day policy).
6. For users who started part way through the holiday year, apply pro-rata directly on their person profile and in the Time Off section.

Troubleshooting tips

• If a policy’s allowance is displaying a different number than expected, check that the user is assigned the correct policy and that the policy is linked to the correct absence type/subtypes.
• If you need subtypes for a holiday setup and the interface doesn’t show the subtype area, create a new holiday absence type (not the built-in holiday type) and add subtypes there.
• Confirm part-time staff are assigned the appropriate part-time policy rather than relying solely on pro-rata for permanent part-time allowances.

Conclusion Set up a policy for each base allowance and create distinct absence types for different holiday allowances. Use per-user pro-rating on the person profile and Time Off section only for users who started part way through the holiday year. Assign part-time workers to the correct part-time policy when their ongoing allowance differs from the full-time base.