At the end of the year, there are tasks the admin will need to complete to prepare for the next year's holidays. One of the tasks is to carry over holiday from one year to the next.
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Below is the order of steps to take to make the process as efficient as possible.
- Pre Requirement 1: Download holiday usage report.
- Pre Requirement 2: Check absence policy carry over setting.
- Pre Requirement 3: Add public holidays for the next year.
- Task: Update employee holiday carry over based on staff scenarios;
- Staff with full entitlement for the year, with carry over within policy and no previous carry over.
- Staff that will carry over more than policy allows.
- Staff with some entitlement (pro rata'd) for the year.
- Staff that have carry over from last year.
- Task: Save amendments after all scenarios.
Pre Requirement 1: Download Holiday Usage Report.
You must download the report on holiday usage before completing any further steps.
Manage mode > 
holidays & absence > 
reports tab.
Select the 'Holiday Usage' report.
Select 'export'.
Pre Requirement 2: Check Absence Policy Carry Over Setting.
It's best practice to have your carry over policy setup before using the reset. If you do not have carry over set in the absence policy then when you go to 'run' year end, it will not select employees on the absence policy without carry over.
In 'settings' mode, 
go to 'Holidays & Absence',
click the title of the absence policy.
Under the details section, you'll see the field 'Maximum days allowed for Carry Over'. Check Absence policy has a carry over limit. (e.g. policy = 10).
If you need to update the policy, click the 3 dots, and select 'edit'
If choosing to not have any carry over but previously had, update the absence policy to have 0 carry over, then reset each employee's holiday settings from manage mode > people > time off > settings tab.
Pre Requirement 3: Add Public Holidays for the Next Year
While this task isn't mandatory to complete for carrying over employee holiday, it's the perfect time to do the task before it's forgotten.
Settings mode >
holidays & absence >
company holidays tab >
click into public holiday.
Click the 'add' button.
Add the title, description and select the date of the public holiday. Then click 'save'. Repeat until all public holidays for the next year have been added.
Task: Update employee holiday carry over based on staff scenarios.
The carry over policy is NOT automatic. Must run year end reset to add the carry over settings. It's ok if you do this task before or after your year end.
To navigate to the 'Year End Reset', you must in be 'admin' mode. 
Select 'Holiday & Absence' from left menu.
On the 'Absence Policies' tab, click 'Year End Reset' on the right.
Now go through the below scenarios.
SCENARIO 1: Staff with full entitlement for the year, with carry over within policy and no previous carry over.
e.g. Aida has 25 days holidays for the whole year, as per company policy for the year. Aida has 3 days left to carry over to the next year, and the company policy allows 5 days to carry over.
There's no customisation needed, these employees will get their carry over when you get to the end of the process where you'll click 'run' & 'save'.
Warning: Complete all other employee scenarios first before using run & save on year end reset page.
SCENARIO 2: Staff that will carry over more than policy allows.
e.g. Bertie has 23 days remaining but the company policy only allows 5 to be carried over. After discussions it's been agreed that Bertie can carry over 20 days.
Click the 'edit' icon on the right side. 
Update the 'Carry Over' with the new number of days the employee is allowed to carry over. (e.g. 10 for Conor)
Then add the 'Carry Over Year' for which year the days will be added to the employee's holiday allowance. Click Save.
SCENARIO 3: Staff with some entitlement (pro rata) for the year.
e.g. Jason's entitlement for the year is 15 days holiday rather than the normal company policy of 25 days because he has pro rata holiday/ started mid way through this year.
Jason has used 10 days holidays. He wants to carry over 5 days which is within company policy.
Click the 'edit' icon on the right side.
Update the 'units' field to be the default whole year entitlement (otherwise pro rata will update from the already pro rata'd amount).
Update the 'Carry Over' with the new number of days the employee is allowed to carry over.
Then add the 'Carry Over Year' for which year the days will be added to the employee's holiday allowance. Click Save.
SCENARIO 4: Staff that have carry over from last year.
e.g. Sara has 8 days remaining and will carry over 5 (as per company policy). Sara's entitlement for the current year is higher as she had 5 days carried over from the previous year.
There's no customisation needed, these employees will get their carry over when you get to the end of the process where you'll click 'run' & 'save'.
Note: Carry over can only be stored against 1 year at a time. after making changes:
| Before - Current Year: | After - Current Year: |
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| Before - Next Year: | After - Next Year: |
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Task: Save Amendments After all Scenarios.
Use the 'Run' button in the top right to select all employees that hit scenario 1 and 4 and see a preview of what the carry over amounts will be.
Ensure all employees are selected - especially those from scenarios 2 (carrying over more than policy) and scenario 3 (staff with pro rata)
Then click 'Save'.
Warning: clicking 'Reload' will undo any changes to employees you haven't saved yet.