When you're nearing the end of your holiday year, you'll want to be prepared in advance to ensure all of your employee's receive the correct leave allowance in line with what they are entitled to, and any carryover that is included in their employment contract.
There are three steps to to prepare next year's time off for your team:
Set or check your carryover limit - the amount of holiday you allow to be rolled into next year's allowance
Check your carryover report - identify any team members with too much leave remaining
Make any changes to next year's allowance in advance - Make any necessary adjustments to your team's upcoming allowances in advance.
Set your carryover policy in Charlie
Carryover means that unused days are carried over and added to the following year's new holiday allowance. Most companies tend to set a limit on this, to encourage staff to take all of their holiday in the same leave year, but you know what works best for your team, so we give you the option to set a limit, or give your team unlimited carryover, meaning any days remaining that haven't been taken will be added to their allowance for the following year.
Carryover is set up as part of the process of creating a holiday policy, but you can also add it into an existing policy if needed.
Note:
It's not possible to automatically set carryover days to expire after a fixed number of months. Read our suggested workaround here
Carryover will not work for any employees on an hourly working week. For these employees, you will need to manually adjust their next year's holiday allowance to ensure they receive their carryover. Find out how to do that here
View your carryover report
The carryover report provides an overview of your team's outstanding allowance for the current holiday year, alongside current estimations of next year's allowance and the amount of holiday being carried over. This report is always a projection when looking at the current year, as a team member's allowance can change until the end of the leave year.
Here are a few things to check for when reading your report:
Those with lots of carryover - keep an eye on any of your team who are regularly rolling over holiday each year. You may want to prompt them to book more leave throughout the year
Team members whose remaining holiday exceeds your company carryover limit. You may want to prompt them to book that leave this year.
Team members who have exceeded their allowance - Charlie won't automatically deduct days from next year's allowance, but do check anyone who has used more holiday than their allowance has done so in line with your company policy
Whether your carryover policy is generous enough - if a large number of your team have more remaining holiday than your policy allows, it may be worth considering if your allowance is appropriate.
Make adjustments to next year's allowance
You can use the carryover report to adjust next year's holiday allowance in advance when needed, for example if anyone is eligible for additional carryover beyond company policy based on exceptional circumstances.
When making these changes, you can add info on the type of adjustment you are making, and any additional notes for context. For example, if a team member was allowed to roll over more holiday than your standard company policy, you could record this here.
You can use holiday policies to manage increased allowances based on length of service. Read our guide on how to do so here