How do I set up holidays?

Tia Low
Tia Low
  • Updated

If a visit occurs during a holiday, your employees might qualify for holiday pay, and your customers could be charged at a holiday rate. To distinguish which visits qualify for holiday pay or billing, you will need to create Holiday Groups and add the holiday dates. 

⚠ Setting up holidays and holiday groups alone will not automatically apply to payroll and billing. You must also set up a holiday pay code on the visit's service code and set up a Holiday Multiplier on the service's funder. ⚠ 

An updated version of holiday groups, called Holiday Groups v2, is available as of the November 2023 release. Holiday Groups v2 is the source of truth for payroll and billing. The previous version is available as read-only, so it does not get applied to payroll or billing, and will be retired in 2024

As with the previous version of Holiday Groups, to use Holiday Groups v2, a user must have the ACL called Edit Accounting Settings enabled. 

Create holiday groups

1. Go to Accounting > Accounting Settings > Holiday Groups v2.

2. Select + New Group.

new group button.png

3. Enter a name for your new holiday group, then Save.

new group name_typing.png

 

Configure holiday groups

Add holidays to your holiday group

1. Go to Accounting > Accounting Settings > Holiday Groups v2.

2. Select the Holidays button for the holiday group you want to configure.

hg v2 button.png

3. In the Manage holiday group dialog: 

  • If this is the first holiday you are creating for this group, you will be asked to enter a holiday name right away.

holiday name.png

  • If you are editing an existing holiday group that was previously configured, select + Add Holiday and enter a holiday name. Since the current year is selected by default, check that you have added the holiday to the appropriate year.

add holiday button.png

4. Fill in the date, start time, and end time. (By default, the start time is set to 00:00 and the end time 24:00.)

holiday date and time.png

5. If the holiday is static, select the Static checkbox. If the holiday is non-static, leave it unchecked.

static checkbox.png

The differences between static and non-static are as follows: 

  • Static holidays fall on the same date each year, for example, New Year's Day, which happens on January 1.
    • When adding years to a holiday group, static holidays are automatically carried forward, with the new year updated, and the date, start time, and end time retained. For this reason, there is no need to review static holiday dates each year.
  • Non-static holidays fall on different dates each year, for example, US Thanksgiving Day, which happens on the fourth Thursday of November.
    • When adding years to a holiday group, non-static holidays get carried forward, but the fields for date, start time, and end time are cleared and need editing. For this reason, non-static holidays require an annual review.

5. Select Save.

save new holiday.png

 

add non-static holiday.png

Above: Static holiday and non-static holiday added to a holiday group.

 

Add years to holiday group

Before adding the next year, please be aware that if you add holidays for the next year and then return to the previous year to include a new holiday, it will not automatically carry over to that new year. In that scenario, you would then have to manually add the holiday for the new year as well. For this reason, it is recommended to input holidays for the entire year before adding a new year. 

1. Go to Accounting > Accounting Settings > Holiday Groups v2.

2. Select the Holidays button for the holiday group you want to add a year to. 

hg v2 button.png

3. In the Manage holiday group dialog, select + Add next year.

add new year.png

 

Delete holidays

Holidays that you delete will not be included in billing or payroll processing. 

⚠ Once a holiday is deleted from a holiday group, it is not possible to restore it. ⚠

1. Go to Accounting > Accounting Settings > Holiday Groups v2.

2. Select the Holidays button for the holiday group you wish to edit.

hg v2 button.png

3. In the Manage holiday group dialog, select Edit > Disable for the holiday you wish to make unavailable.

disable holiday.png

4. In the dialog, confirm the change by selecting Disable.

disable holiday confirmation.png

 

Multi-office compatibility

The latest version of holiday groups offers support for agencies with a multi-office setup. Holiday groups defined by the HQ branch are inherited for use by direct descent branches. Entities created by child branches can be managed by their parent branch or HQ.

 

 

When a holiday group is created by... Who has access?
Headquarters (HQ)
  • Owner: HQ

  • Can edit: HQ

  • Can view: All descendant branches (B1, B1.1, B1.2, B2, and B2.1)

  • Can use: HQ and all descendant branches (B1, B1.1, B1.2, B2, and B2.1)

Branch B1

  • Owner: B1

  • Can edit: HQ, B1

  • Can view: All direct descendants of B1 (B1.1 and B1.2)

  • Can use: B1 and direct descendants of B1 (B1.1 and B1.2)

General Rule - Branch X

  • Owner: X

  • Can edit: X and direct ancestors of X

  • Can view: Direct descendants of X

  • Can use: X and direct descendants of X

 

Learn more

Was this article helpful?

8 out of 13 found this helpful

Comments

0 comments

Article is closed for comments.