How do I calculate pro-rata holiday for variable part-time staff in Zoho People?

For UK irregular-hours and part-year workers, holiday for leave years starting on or after 1 April 2024 can accrue at 12.07 percent of hours worked in each pay period. In Zoho People, set up an hours-based leave type with accrual linked to worked hours, using attendance or timesheet data, or a custom function if the standard settings cannot do it. Confirm the rules with your HR adviser.

UK rules changed for workers with irregular hours and those who work only part of the year. Instead of pro-rating a fixed number of days, holiday can accrue as a percentage of hours actually worked each pay period. Employers can also choose rolled-up holiday pay for these workers in some cases. Regular part-time staff on fixed hours are still usually pro-rated by days or hours.

Zoho People lets you define leave types in hours or days, with accrual rules and different policies for groups of employees. For variable hours, the key is linking accrual to worked hours. If your attendance or timesheet data is in Zoho People, check whether the current leave policy settings can accrue from it. If not, a scheduled custom function can calculate the accrual each pay period and add it to the balance.

Keep regular and irregular-hours staff in separate leave policies. Test the setup on a few employees across a full pay cycle and compare with a manual spreadsheet. Record which method applies to each worker, as you may need to show it later.

If you would rather have this configured for you, Flowpeak Consulting can set up the leave policies and any accrual function in Zoho People and check the results against your HR adviser's calculations. Your adviser stays responsible for the policy itself.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question