Product overview

Help and User Guide maintained for WAP v17.0.162 and upwards

The WAP Holiday module allows holiday requests to be entered and sent through a pre-configured approval route based on the requesting user.  The module supports working day rules, bank holidays and conflicting holiday rules.  When used in conjunction with the WAP Timesheets module, holidays will be automatically posted to the user’s timesheets.

1. Settings

Before the holiday request module is used, a number of initial settings need to be configured.

1.1. Non-Working Days/Bank Holidays

WAP is installed with the default country’s bank holidays as standard and are referred to as Non-Working days which will not be taken from a user’s annual entitlement.  At install, the default country is England but this can be changed if required (System Setup – Countries and Cities).  Additional non-working days can be added as required (System Settings – Holidays).  If a holiday request runs over a non-working day, this will not be included in the total number of working days taken from the user’s holiday entitlement.

Other Options:  Reprocess Timesheets will remove current non-working days already posted to timesheets and re-post as per dates on the screen and will need to be run if new days are added.

Default holiday period start date:  set as per the organisation’s holiday period.  Each user can have a different holiday start date if required, this is set on their user profile (User Setup – Users – Holidays); i.e. if their holiday year starts on a different date.

Default holiday entitlement (hours):  enter the standard number of holiday entitlement in hours, again, this can be overridden per user on their user profile.

Do not allow submission of holiday requests if there is a conflict with already booked holiday of a specific user:  if ticked, conflicting users will not be able to submit holiday for the same date/s.  If left unticked, conflicting users can submit holidays for the same date/s and the approver of the request will be notified at the point of approval.

Allow entry of historic holiday requests:  this allows pre-dated holiday requests.  This may be necessary if the holiday module is implemented part way through the holiday year and already taken holiday needs to be entered onto the system

Do not allow submission of holiday requests if the user has not accrued enough holiday:  accrued entitlement will be calculated based either on the holiday start date, or the employee’s start date, if this is after the holiday year start date.  If this setting is ticked, the user cannot submit a holiday request if it is greater than their accrued holiday.

Allow booking single hours:  the system will be by default allow users to book holiday in days or half day amounts, enabling this setting will allow single hours on a day to be booked.

Who to send meeting requests to on final approval:  this setting will automatically email meeting requests to add approved holiday to relevant users’ Outlook diaries.  On final approval of a holiday request line a meeting request can be sent to different users depending on configuration.  None – no meeting requests are sent.  Requestor – a request is sent to the user who submitted the holiday request.  Default business unit – if the requestor has a default business unit allocated, the meeting request is sent to all users who are part of that business unit.  All business units – the meeting request will be sent to all users of all business units the requestor belongs to.  All users – the meeting request will be sent to all active WAP users.  N.B. the meeting request will be sent to the email address linked to the user on their WAP profile, will be sent from the system email address (as configured in System Settings – Email) and will contain details of the holiday request in the body of the email.

1.2. Mandatory Holidays

This function enforces mandatory holiday which will be taken from the user’s entitlement.  These mandatory holidays can be added as per the organisation’s requirements, i.e. Christmas Shutdown.

1.3. Work Patterns

Work Patterns are common to the Timesheets and Holidays module and are used to calculate the number of working hours on a holiday request.  A holiday work pattern needs to be set up to reflect the contracted/standard working hours and therefore multiple holiday work patterns may need to be created to accommodate all users, particularly part time users.  A holiday work pattern is then assigned to each user on their user profile (User – Holidays tab).

To create or edit a work pattern, go to System Setup – Work Patterns & Rates.

Name the work pattern accordingly and select Holiday from the pattern type drop down.  For each normal working day, add the contracted hours, pay rate and shift type.  Once a day has been configured it can be copied to other days using the Copy function at the bottom of the screen.  If a part-time user doesn’t work a morning or afternoon shift this will need to be added in as non-working shift to ensure the correct entitlement is deducted.  Holiday work patterns should average the user’s weekly working hours across their working days to ensure the same hourly entitlement is deducted regardless of the holiday day requested.  In the below example a holiday work pattern has been created for a user who works two 7.5 hour shifts on Wednesday and Thursday and a 5.5 hour shift on Friday (so the average entitlement to deduct should be 6.83 hours across Wednesday to Friday – the user is working 20.5 hours across 3 days).  N.B. Holiday AM shift start time must match the corresponding Timesheet AM shift start time, and the Holiday PM shift end time must match the corresponding Timesheet PM shift end time.  (Below the Holiday work pattern is the corresponding Timesheet work pattern for reference).

To assist with setup of Holiday work patterns, please contact your Sage BP or Sicon Project Admin consultant.

1.4. User Type Settings

Submit holiday requests:  the ability for a user to submit a holiday request.

Approve holiday requests:  the ability for a user to approve a holiday request.

Delete holiday requests:  the ability for a user to delete a holiday request.  N.B when a holiday request is fully approved it cannot be deleted, it needs to be cancelled and submitted as a cancellation request.

Reset completed holiday:  this setting allows users to reset a completed holiday request so this can be cancelled and the holiday added back onto the user’s entitlement; i.e. to cover the situation where a user has a holiday booked but then ends up working on this day and wishes to cancel a holiday that has already been flagged as taken.

View department holiday requests:  the ability to view holiday requests submitted by other users in the same business unit.

View all holiday requests:  the ability to view all holiday requests in the system.

View holiday reports:  the ability to access reports showing entitlement and booked holiday.  Depending on permissions on the General tab, the user will either be able to see requests for themselves, their business unit users, their delegates or all users.

Amend user holiday rules:  the ability to change rules for which users’ conflict with other users’ holiday requests.

Perform holiday month end:  this gives the user the ability to perform holiday month end which will create new holiday entitlement for coming years, identify hours to carry forward or hours to pay.  This permission should only be given to WAP Superusers.

Add Starting Holiday lines for users:  this will give the user the permission to access the Starting Holiday tool.  Generally this permission would only be given to WAP Superusers or HR Managers.

1.5. User Profile Settings

Each user needs to be setup with correct holiday entitlement and linked to the correct work pattern, this is done in their User Profile – Holidays tab.

Click Add or Edit for the relevant holiday period to enter or amend holiday entitlement figures.

Entitlement (h):  when a holiday period is added to the user the default holiday entitlement will be automatically entered, but this can be overridden if required.  Any configured bank holidays or additional non-working days will not be deducted from this amount, therefore they must not be included in the total entitlement.  The default holiday start and end dates will also be automatically brought through, but again these can be overridden if required.  If a user is carrying forward any entitlement from a previous holiday period, this can be entered here in the ‘Brought Forward’ column.  Holiday entitlement is always entered and booked in hours, but will be converted to days to be user-friendly (the estimated days figures use the holiday work pattern to get the average hours in a working day to estimate the days).  N.B. once entitlement is added, or hours adjusted, make sure to click Update before saving the user’s profile to make sure changes are saved.

If adding a user part way through the holiday year, enter the full entitlement correctly and either submit any taken holiday requests for approval so the entitlement figure will be adjusted once the holiday request is approved, or use the Starting Holiday tool.

Notes:  text can be entered here to justify any changes if required; these notes will not be visible to the end user, they are for reference only.

Lock:  click to lock or unlock a holiday period to prevent or allow holiday requests to be submitted.

Entitlement (h):  the total number of hours holiday entitlement the user has been given.

Accrued (h):  this figure is calculated from ‘months until now’ (either from the start of the holiday year or from the employee’s start date, depending which is the most recent date) multiplied by ‘monthly accrual’ (the entitlement hours divided by months – usually 12, this is the number of months in a holiday period).

Remaining Accrued (h):  this figure is calculated from ‘accrued hours’ minus ‘taken hours’, ‘booked hours’ and ‘mandatory hours’.

Est Accrued (d):  the holiday work pattern is used to get the average hours in a working day to estimate the accrued hours figure into an estimated days figure.

Remaining Est Accrued (d):  the holiday work pattern is used to get the average hours in a working day to estimate the remaining accrued hours figured into an estimated days figure.

Remaining (h):  this figure is calculated from ‘entitlement hours’ plus ‘brought forward hours’ minus ‘taken hours’, ‘booked hours’ and ‘mandatory hours’.

Est Entitlement (d):  the holiday work pattern is used to get the average hours in a working day to estimate the entitlement hours figure into an estimated days figure.

Est Remaining (d):  this figure is an estimate from the ‘estimated days entitlement’ minus ‘taken days’, ‘booked days’ and ‘mandatory days’.  The holiday work pattern is used to get the average hours in a working day.

1.6. User Setup - Holidays - Starting Holiday

The starting holiday tool can be used to adjust a user’s holiday entitlement when they are starting part way through the year.  The user would have been allocated a full entitlement on their user profile, and then this tool can deduct the hours the user has already taken in holiday up to the current date.

Once a user has been selected their entitlement will be displayed.  To add a holiday adjustment line, click ‘Add new starting holiday’.

Enter a start and end date; these must be in the past.  These dates are for description only to show to the user on their entitlement page.  Ensure the total hours are correct for the holiday the user has taken; this will be the total number of days by working hours in a day – in the above example the user works 8 hours a day and has taken fifteen days.  If required, holiday requests could be added to a timesheet line, however in most instances of using this functionality, this will not be required.  A default description is added per holiday adjustment line, but this can be edited if needed.  Once the hours are correct, save the adjustment line.

Once this line has been added, the user will be able to see this line under their current requests and it will be highlighted as an adjustment line.

1.7. User Setup - Holidays - Holiday Rules

The WAP Holidays module can ensure that specified users cannot request holiday when another user already has the day booked off.

Select the user account from the Configure Rules for drop down box and select any number of users that will conflict with the user’s holiday request.  If any users in the selected users list already have the day booked off, then the first user and the approver will either be warned or the user will not be able the request (depending on the system configuration).

Also create/remove reversed rules:  if this option is ticked, when a rule is created for User A to be warned when taking holiday while User B is away, then the opposite rule will be created at the same time.  The rules are not linked and can be edited or deleted separately at any time.

1.8. User Setup - Holidays - Bank Holiday Tool

This tool can be used to add or remove bank holidays from a user; for example if a user works over a bank holiday they should not have a timesheet line for this holiday.

Select the user to add or remove dates from.

Choose the bank holiday dates to add or remove from the user; the years can be filtered if required or multiple dates selected at a time.

Once all the applicable dates have been chosen, confirm whether they are to be added or removed from the user.  Note; if adding a bank holiday, this will remove any previous entries from the users’ timesheet and add again with the current default project and work pattern.

Choose whether to remove bank holiday timesheet lines, login lines and whether to delete the timesheet if there are no other entries remaining.

Complete the wizard following review of the summary.

1.9. User Setup - Holidays - Holiday Entitlement Year End

This procedure is a quick way to create next year’s entitlement for many users; users might not be on the same holiday period if the user has started at different times in the year.  This functionality allows the superuser to review all user’s holiday entitlement and create future year’s entitlement for many users at once.

1.10. Month End Procedures

This should be a Superuser permission that is found under the Holidays menu on the left of the screen; Month End.  This functionality can be run on a monthly basis to see which users’ holiday year is going to finish in the selected month (when users have different start/end holiday months).  It is also possible to create the next year’s entitlement with options for any remaining holiday; to either write off any remaining, to pay (this is still a manual process to pay externally of WAP, this is just a record in WAP) or to carry over to the new year and increase the user’s entitlement through the brought forward hours.

2. New Holiday Request

Once a user has been configured correctly, they are able to click New Holiday Request from the Holidays side menu.

A description can be entered for the request to generalise the description of all the days on the holiday request, but each set of dates on the request can also have their own description.  The Urgent flag can be ticked to send the request to approvers as soon as the request has been submitted, outside of the standard email thread times.

2.1. Adding New Dates

To begin adding new dates to the request, click Add New Date.

Enter the start and end dates and times.  Each set of dates/request can be given a description if required and depending on the organisation’s policies, can be taken as either Holiday Entitlement/Time off in lieu or Unpaid.  Once the holiday request dates have been entered as needed, click to save.  If the system, allows, the user will be able to select to book single hours on a day, as well as entering days/half day requests.

If holiday rules have been configured and there is a conflict when a user submits a holiday request, the following message will appear.

Once dates have been entered, click Save to go back to the holiday request.

To save the request to be able to come back and add more information later or make changes, click the save button; this will store the request without sending it for approval.  To submit the request for approval, click save and submit.  To close the screen without making any further changes, simply click the close button.  If more dates need to be added, these will need to be done as a new request.

2.2. Entitlement Tab

These tabs will show to the user their current holiday period with their entitlement figures broken down to show their submitted, taken, booked and remaining hours.  The user can toggle between entitlement years and also to show this in either days or hours, depending on what they would like to see.

Accrual Sub Tab

This tab will show entitlement the user has accrued (either from the start of the holiday period or from the user’s start date) compared to what the user has taken.  Again, these figures can be shown in either hours or days and future entitlement years can be shown if assigned to the user.

Requests Sub Tab

This tab will show to the user their requests for the current holiday year, with any cancelled or conflicting holiday requests showing.

2.3. Calendar Tab

Holiday dates already booked by the user can be seen in the calendar.  Depending on user type permissions, the user will be able to see their requests, their business unit requests or all users’ holiday requests.  Holiday requests on the calendar are colour coded to show the difference between Unsubmitted, submitted and approved requests.

2.4. Approval History Tab

Once the holiday request has been submitted and is progressing through the Approval Route, this tab will be populated.

3. Existing Holiday Requests

To view requests, click the Existing Holiday Requests button form the Holidays side menu.  Using the Quick Links, the user can either view their requests or requests they have approved (if they are an approver).

Holiday requests will be sorted by Status and show in the relevant tabs.

The Calendar tab shows the user’s requests and if the user has the relevant permissions, those submitted by other users in their Business Unit, or all users.

3.1. Cancelling a Holiday Request

Approved holiday requests cannot be deleted; the user must submit a cancellation request if they no longer wish to complete a holiday request.  This allows the approver to approve the cancellation request and will result in the time being adding back onto the user’s entitlement, or if necessary, reject the cancellation request if this has stopped a conflicting user taking holiday at the same time.

To cancel an approved request, the user will need to find their original approved request and edit the correct request.  Once the holiday details have been opened, click Cancel on the specific line.

Once the line has been cancelled, the request must be resubmitted for the cancellation request to be approved and once approved, entitlement will be added back to the user.  The Approver is aware that this is a cancellation request as the times are crossed through and the request has been marked as a ‘Cancelled Request’.

3.2. Resetting a Completed Holiday Request

If a taken holiday needs to be withdrawn once it has been completed; i.e. a user had booked a day off but then was called in and had to work that day, the holiday session cannot be cancelled as it will have moved to a completed status.  In this instance, the user will need to view the competed holiday request and click to remove the line.  Once this has been done, the taken hours will be deducted from the user’s entitlement and added back onto the remaining hours.

4. Approve Holiday Requests

Select Approve Holiday Requests either from the side menu or by clicking the Approve links on the user’s WAP homepage.

To open a request, click on the arrow on the left hand side of the line.

Start and End Time:  these will display as per how the user entered when creating the request.

Total Hours:  based on holiday patterns this will show the total hours on the holiday request – hovering over the total hours will show a conversion to days.

Description:  if the user entered a description when creating the request, this will show here.

Reject Reason:  only populated if the holiday request has been rejected.

Unpaid:  if the user chose the holiday request to be unpaid when submitted, this will not be taken from the user’s annual entitlement.

TOIL:  if applicable and the user chose the holiday request to be taken from their TOIL entitlement when submitted, this will not be taken from the user’s annual entitlement.

Out of Office:  if this approver has this holiday request to approve as they are an out of office alternate user on behalf of a colleague, this check box will be ticked.

Conflicts/Conflicts With:  this indicates that the request has been submitted by a user and conflicts with a pre-defined conflicting user.

Over Entitlement:  this will be ticked if the number of days requested will take the user over their annual entitlement.

Cancelled Request:  this will be ticked if the request is a cancellation request; the line will have a strikethrough also to indicate it is a cancellation request.

Approve/Reject:  approve or reject the request as applicable; if the request is rejected, a reason for rejection must be entered.

View Request Details:  this will take the approver to the original holiday request page.  When this page has been opened, the approver is able to see more information such as the requester’s entitlement figures and can also approve or reject the holiday from within this screen.

5. Reports

There are three reports available, all can be customised as required.  Data can be grouped by dragging columns to the top header bar and if particular fields are not applicable, these can be removed by selecting Customise and dragging fields off the grid.  As these reports are cookie based, it is necessary to allow cookies from the website to retain any customisation.  N.B. specific layouts may be lost if the WAP system is upgraded or if the internet history is cleared.

5.1. Holiday Entitlement

This report will show all users and the current status relating to their annual entitlement such as total hours taken, booked, mandatory hours etc.

5.2. Holiday Requests

This report will show users and their holiday requests within a specified time period, cancelled requests can be shown if required.  This report is designed to be run by end users to show their requests.  Depending on user type permissions, the report will show just the user running the report, all other business unit users or all users in the system.

5.3. Detailed Holiday Requests

This report is designed to be run by the WAP Superuser to show their delegate users’ requests in greater detail; i.e. showing number of days booked, approval, any bank holidays in the holiday request etc.

6. Holiday Approval Stages

6.1. Holidays Header

New:  the holiday request has not yet been submitted.

Submitted:  the holiday request has been submitted for approval.

Rejected:  one or more lines on the holiday request has been rejected.

Completed:  the holiday request has moved the booked days to taken days (the dates for the approved holiday request have passed).

6.2. Holidays Lines

New Line:  the line has not yet been submitted.

Authorised:  the line has been approved.

Rejected:  the line has been rejected.

No Authorises:  there are no authorisers for the line.

Waiting:  line is currently waiting for an approver to authorise.

7. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

NB: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.

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