Supporting length of service holiday increases

Use holiday policies to support different holiday allowances based on employees length of service / tenure

Maisie Miller avatar
Written by Maisie Miller
Updated over a week ago

You can use Charlie's holiday policies feature to support different holiday allowances based on length in service. This is done by first creating a holiday policy for holiday allowance value employees may be eligible for, and then assigning team members to the relevant policy.

Note: It's not currently possible to fully automate length of service increases. These need to be set per team member based on the date the increase should take effect from.

Create holiday policies

To start, you need to create a holiday policy corresponding to each holiday allowance employees are entitled to. You can create new holiday policies in the time/settings page.

For example, the three policies below would support a company that offers 25 days for employees up to two years of service, 28 days to those who have worked two to five years, and 30 days to anyone beyond five years.

There's no limit to the number of policies you can create, so this process can support as many different holiday allowance values you need.

Assign team members to policy based on current length of service

Once the policies have been created, you can assign the relevant policy to each team member as needed. You can do so either from the Time tab on the team member's profile, or via the table in the Time / Settings page.

Hint: you can easily see the tenure of all employees via our default tenure report.

To do so, click "Assign different policy", select the correct policy from the dropdown and set the correct effective from date. This is normally either the start of your current holiday year, or that team member's work anniversary. The updated allowance limit will be previewed before you confirm the change - any changes part way through the leave period will be pro-rated.

Any changes to allowances will be visible to team members as soon as you assign the new policy, rather than only date the policy starts. For example, if a team member has a policy with a higher allowance assigned part way through their current holiday year, those additional days will be immediately available as part of their current year's allowance.

Note: If you have previously used manual adjustments to reflect different holiday allowances, it is important to delete these adjustments once you have assigned the correct holiday policy to relevant team members.

Managing ongoing allowance changes

As this process is not fully automated by Charlie, it is necessary to review and implement allowance changes each holiday year.

Whether you increase allowances on a team members work anniversary or the start of the new holiday year or another date, this can be managed in advance in order to ensure team members have the correct holiday allowance each year. This can be managed either at the start of a new holiday year if changes take place on work anniversaries, or just prior to the new holiday year if the new allowance takes effect when the holiday year changes.

As upcoming allowances will be visible to team members via the allowance breakdown on their profile, if you don't want upcoming changes to be visible to a team member, you should assign the relevant policy on the date it takes effect.

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