Note: this article applies to our Swedish customers; you don't need to worry about it if you're simply managing normal Time Off procedures within bob.
Introduction and Use Case
For our Swedish site customers, some employees are assigned an annual leave with a cycle defined from April – March. This article recommends the adjustments that should be applied in order to manage Time Off for these employees.
Employees are entitled to 25 Annual Leave days, with the option to carryover up to 5 days each year for up to 5 years. Currently, bob does not support rolling carryover. If you'd like to implement it for your employees, we recommend the following:
Implementing Rolling Carryover
1. Navigate to Reports > Time Off Reports. Run the report Time Off Balance Summary Export this Month for all employees assigned to this Annual Leave policy, taking note of each employee's balance as of March 31st. You'll want to write these values down.
2. Make sure that the month selected is Current Month (ends on March 31st).
3. Filter the relevant policy.
4. The balance can be found in the Balance on Exit field. If this column is not available, click on the column picker and add it from the list of available columns.
5. Make sure the employee's Start Date is shown.
6. Make sure the Carryover value is set to 5 days.
Note: because bob currently does not support rolling carryover to more than 1 cycle (year), the HR admin will have to manually calculate each employee's balance as of April 1, 2020 based on the days that rolled over from previous cycles. On April 1st, do the following in order to complete the calculation:
1. Bulk import a carryover with the starting balance of each employee, where the effective date is set to April 1st.
2. From Time Off Settings, scroll down to the Update Time Off Data subsection. Click the Update Carryover option.
3. Click Download Template.
An Excel file will be downloaded. In the Excel file, there are three columns:
- Email: the employee identifier
- Policy type: the policy to which the carryover will be applied
- Balance carried over: the amount that should be set
From here, fill in the columns with the list of all employees who need to be updated, the relevant policy type, and the amount that should be carried over to the next cycle.
Then, upload the file from the Drag and Drop section.
Need more explanation? See these examples:
Example 1
The employee has been working for one year at your company. By the end of March, the employee has 11 days remaining (of the 25 days he was initially given).
Expected balance on 01/04/2020: because the employee can carryover 5 days, he will lose 6 of his 11 days. His starting balance will thus be 5 days + 25 days = 30 days accrued for the following year.
Required Action: Import carryover 5 days as of 01/04/2020 for this employee.
Example 2
An employee has been working for three years at your company.
- By the end of the first year, he has used 15 of his 25 days, so his remaining balance is 10 days. From this, he can carryover 5 days to the next cycle.
- By the end of the second year, he has used 13 of his 25 days, so his remaining balance is 12 days. From this, he can carryover 5 days. Now, he has rolled over a total of 10 days (5 days from the first year, and 5 days from the second year).
- By the end of the third year (current year), he used 22 of his 25 days, so his remaining balance is 3 days. From this, he can carryover all 3 remaining days. Now, he has rolled over a total of 13 days (5 days from the first year, 5 days from the second year, and 3 days from the third year).
Expected balance on 01/04/2020: because the employee has accumulated 13 days of carryover (over the course of the last three years), his expected starting balance would be 13 days.
Required Action: import 13 days of carryover as of 01/04/2020 for this employee.
That's it!
If you need additional help, don't hesitate to reach out using the chat icon below.