Holiday pay

Manage holiday cover without losing your cool this summer

For most of us, summer is about sunshine, days out and getting away from it all for a week or two. But for employers it means more gaps in the rota to be filled and fewer staff willing and able to cover, plus additional complications when it comes to calculating pay. This is especially true of smaller employers and those in seasonal trades, who often find the holiday season the most stressful and exhausting time of the year.

Of course, scheduling software cannot take all the pressure out of summer staffing issues but chosen and used appropriately it can make life much simpler.

Dealing with the staff rota

The most pressing matter at holiday time has got to be ensuring you have enough people available at all times to keep your operation running smoothly. This is particularly challenging if your staffing requirements are variable at the best of times. But suitable rota software can really help – not only by alerting managers to potential gaps in the rota and providing suggestions for filling them but also allowing adjustments to be made quickly and easy, until the last minute if required.

easyLog rota software has in-built and optional features that take a lot of the stress out of managing holiday absences, no matter how complex your staffing levels. These include automatically checking that the necessary cover is available to meet your pre-defined staffing profile as soon as a leave request is submitted. Employees can also check their leave status and submit holiday requests directly to the software via their smartphones, freeing up admin time spent handling enquiries.

Calculating holiday pay

It is not just the rota that gets complicated in the holiday season – working out correct pay rates can cause a bit of a headache too. Among the issues you may need to take into account when calculating holiday pay are:

  • Staff who work variable roles, rates and/or shifts
  • Adjustments for overnights
  • Bank Holiday rates
  • Regular overtime – compulsory and voluntary
  • Routine out of hours work and on call shifts

easylog software can manage multiple pay rates, so calculating the correct rate of pay is simple. A Shift Analysis report, for example, automatically calculates an employee’s average pay per hour across any period. This can be used to determine the average hourly rate of the hours worked by casual and bank staff, for instance, and so the applicable pay rate for when they are on leave.

Managing leave requests

At this time of year, leave requests tend to come in thick and fast, often at short notice. And so time spent dealing with them also increases.

easylog rota software has a detailed holiday report that shows at a glance how much leave staff have already taken and what they have remaining. This is displayed in simple percentage terms, with a large negative percentage indicating they have a lot of holiday entitlement still to take and vice versa.

Employees can also use our rota app to check their holiday entitlement and book time off direct from their phones. The request goes directly to the main easylog rota software so admins can see at a glance if there will be cover available.

For more information on our rota and payroll reporting software and smartphone apps, please contact us or request a .

Posted by administrator in business support, care home management, cleaning management, domiciliary care and supported living, employee attendance, flexible working, Holiday pay, nursing home management, payroll analysis, rota software, scheduling software, smart phone App, timesheets, 0 comments

easyLog could have flown in to avoid Ryanair rota disaster

It has been a very public and ultimately expensive PR disaster for Ryanair over the last few days. And the fall out seems certain to continue for a few weeks yet. Social media is already awash with stories of angry customers left stranded by cancellations at short notice, ruined wedding weekends, football fans missing their team’s matches and, of course, much talk of compensation claims.

Ryanair CEO Michael O’Leary has blamed the cancellation of around 50 flights a day over a six week period to a rota mistake that allowed too many pilots holiday leave at the same time. Now we know Ryanair is not an easyLog customer but Mr O’Leary’s blushes (now that’s a condition you don’t often associate with the confrontational airline chief) would have been spared if his company had adopted our staff scheduling software.

Rota software helps ensure adequate holiday cover is in place

Two key features provide assurance to easyLog users that adequate coverage is in place at the point of staff requesting holiday leave. First, a staff coverage profile defined by the user automatically checks that the required headcount is still available if the leave is granted. Second, a detailed holiday report displays in simple percentage terms where each employee stands in relation to their annual holiday entitlement at any time: a large negative percentage reveals they have a lot of holiday still to take while the reverse shows they are ahead of their pro-rata allowance for the year.

Peace of mind for busy employers

Although you may not be running a large airline, we’re sure that having the peace of mind that you have adequate staff coverage during holiday periods and prompt reminders if employees are not taking their holiday entitlement is important for your business.

If you’d like to understand a little more about how easyLog’s staff scheduling software could help with holiday and general absenteeism, calculating your pay analysis and monitoring your employees’ timekeeping, please call us on 01892 834406, request a callback or send us an e-mail. It would be good to have a chat Mr O’Leary..!

Posted by administrator in business support, employee attendance, Holiday pay, rota software, scheduling software

Clocks going back – will your software pay your night staff correctly?

That’s an interesting point given that British Summertime officially ends this Sunday at 2am with the clocks going back by one hour.

So if you pay night staff by the hour will you be paying one hour more for anyone working the night shift starting this Saturday? And correspondingly of course do you pay one less hour when the clocks go forward in March and British Summertime starts?

Some organisations appear to rely on the supposition that an employee working on the night shift when Summertime ends will also be working on the night shift when Summertime starts and therefore a natural order and balance to these things exists. But that is rather wishful thinking to my mind. Across those two days within any year an employee could be on a different shift, be off sick, have left or be on holiday. And if they’re on holiday and you pay that by the hour then what calculation do you use then to ensure the correct remuneration?

Surprisingly I find some organisations blissfully unaware of the point I am making; and when I bring it to their attention there seems to be an immediate fallback position of the ‘natural balance’ rule I mentioned earlier!

Aware of this conundrum or not, it really doesn’t matter if you are an easyLog customer using our staff scheduling software  as you can resolve the issue either way. A simple tick box parameter allows you to specify if you wish to pay to the exact hours worked or to the normal scheduled shift. And that will take care of any holiday hours calculations and payments as well.

If you are a current customer that would like some help with implementing this feature please call our Support Desk on 0845 225 3011. If you don’t currently use our scheduling software but this article has got you interested in exploring what other clever and efficient things it could do for your organisation then call us on 01892 834406 and speak with one of our team.

Posted by administrator in British summertime hours, business support, care home management, cleaning management, employee attendance, flexible working, Holiday pay, invoicing staff time, Minimum Wage, mobile worker tracking, nursing home management, payroll analysis, rota software, scheduling software, timesheets

Mike Ashley’s Parliamentary embarrassment – easyLog to the rescue!

When Sports Direct’s boss Mike Ashley was recently grilled for three hours by MPs about his company’s employment practices, it emerged that staff were automatically (and “unfairly”) deducted fifteen minutes of pay if they were even a minute late. More crucially, Ashley also had to admit that some employees at his Shirebrook warehouse were, in effect, being paid less than the statutory minimum wage.

Forgive a little smugness on easyLog’s behalf when we read reports of Mike Ashley’s embarrassment in front of the Parliamentary committee. But had Sports Direct been using easyLog’s +S staff scheduling software, these errant practices would have been prevented by some standard features in our rota module. For example, a Shift Analysis report automatically calculates the average pay per hour of any employee across any period, which would have highlighted the shortfall on payment of the Minimum Wage rate. Many easyLog clients also use this report to remunerate holiday accrued payments correctly to their casual and bank staff based on the average hourly rate of the hours worked at the applicable pay rate on the days they worked.

Additionally, our +S software allows lateness to be handled with practicality and a degree of subtlety perhaps unfamiliar to Sports Direct management. Any incident of lateness is highlighted in an Authorisation screen allowing a manager to decide on a case-by-case basis if an individual employee should be penalised and, if so, by how many minutes.

Unlike Mike Ashley, we’re sure that you’re not planning to have to answer to a Parliamentary committee about your employment practices. But having the peace of mind that your staff are being paid for their work and holiday leave correctly, and that this is being achieved with a minimum of manual intervention, are surely important issues for your business. If you’d like to understand a little more about how easyLog’s staff scheduling software could help with calculating your pay analysis and monitoring your employees’ timekeeping, please call us on 01892 834406, request a callback (call me back please) or e-mail us on info@easylog.co.uk  Mike Ashley we await your call…!

Posted by administrator in business support, employee attendance, flexible working, Holiday pay, latest news, Minimum Wage, rota software, scheduling software, timesheets