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Entitlements

Karishma Updated by Karishma

Overview

Entitlements are your holiday and other types of leave allowances, such as sickness leave, maternity leave etc., for a defined period of time. Depending on your terms of employment, you may also be able to earn additional leave, for example by working on a bank holiday. Entitlements can be recorded in days or hours.

The Entitlements feature in T&A allows you to view details of your entitlements (such as holiday and sickness) for the current period. You will only be able to view your entitlements in T&A if the feature has been enabled for you by a Supervisor.

Entitlements detail

The Entitlements detail page is accessed from the drop-down Header pane by clicking T&A in the header. It can also be accessed from the Menu, Shortcuts or Entitlements Widgets which may be displayed on your Dashboard.

The following is an example Entitlements detail page:

The screen displays a detailed breakdown of the entitlements for the current Entitlement period as a list and a pie chart.

The following information is displayed:

  • This year — your entitlement or allowance for the current Entitlement period, e.g. this year. This is 25 days in the previous example
  • Carried over — any entitlement which was left over from the previous period and has been added to the current period. This is 0 days in the previous example
  • Credit — any days (or hours) which have been credited to you. This is a discretionary addition to your entitlement
  • Total entitlement — the sum of your entitlement for the current Entitlement period; your basic or 'This year' allowance plus any carry over and credit
  • Worked — any entitlement which you have earned. For example lieu days granted to you for working on a bank holiday.
  • Total available — your overall entitlement, i.e. the sum of your Total entitlement plus any Worked entitlement
  • Taken — any entitlement you have already taken, e.g. holidays.
  • Planned — any entitlement you have planned to take in the future, e.g. planned holidays
  • Unallocated — your remaining entitlement i.e. not taken or planned

The pie chart is constructed using the Taken, Planned and Unallocated values with coloured boxes: , and serving as a key. Hovering the cursor over the pie chart reveals the number of days represented by each coloured segment. The previous example shows that 6 days are planned.

The tabs at the top of the page allow access to the details for any other entitlement types which have set up on your system. In the previous example there are tabs for Holiday and Sick.

Book an absence from the Entitlements detail

If access to the Book absence feature has been enabled for you by a Supervisor, you can book an absence relating to the selected Entitlement type. For example, if you are currently viewing your 'Holiday' Entitlement detail, select the Book absence Action in the left-hand pane:

Clicking this displays the Book absence screen with the relevant code preselected.

Absence details

The full details of any Taken or Planned absences, for the selected entitlement type in the current Entitlement period, are accessed by clicking Taken or Planned. For example:

The details includes the Type, T&A Absence code and Description for the absence, the Start Date, End Date and number of Days.

Note: if you have not planned or taken any of your entitlement, these pages are not available.

Click Close to return to the Entitlements detail page.

Earned entitlements

If you are allowed to work days in lieu, for example taking an absence on a different day after working on a bank holiday, T&A can be set up to record this as an 'earned' or 'worked' entitlement. The following example shows an Entitlements detail page for lieu time:

The screen is similar to that for other entitlements but a value is recorded for Worked and not for This year and Total entitlement. The example also shows that entitlements can be recorded in Hours rather than Days.

In the previous example, the Employee has earned a total of 20 hours Lieu entitlement, has already taken 7 hours and has planned to take a further 9.5 hours in the future.

Click Worked to display the full details of the entitlement which has been earned. For example:

This shows four instances where the Employee has earned the Lieu entitlement by working 7, 3.25. 3.5 and 6.25 hours on four separate days. You may see different values in the Code and Description fields.

Entitlements summary Widget

If the Entitlements feature has been enabled for you, you can check your current entitlements from the Entitlements Summary widget on the Dashboard. For example:

The Entitlements summary displays basic details about your default entitlement, typically your holiday allowance, for the current Entitlement period. It includes a colour-coded pie chart with a key:

  • Taken — the amount of the entitlement you have already used. In the example 9 days have been used e.g. 9 days of holiday have been taken
  • Planned — the amount of the entitlement you have planned for the future. In the example 6 days are planned e.g. 6 days of holiday are planned
  • Unallocated — the amount of the entitlement which has not been taken or planned. In the example 5 days remain and are available to be used before the end of the current Entitlement period

To view a more detailed breakdown, click anywhere on the Entitlements summary widget.

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