This article advises what to do in Sage HR if you have an employee going from full time hours to part time.
Things you need to consider in Sage HR is that amendments need to be to account to this change, for example their non-working days will now be different, as will their holiday allowance.
Below we outline what you need to do based on which Sage HR modules you use.
Core HR - Change employment status or working pattern
Leave Management - Change their time off policy
Shift Scheduling - Change schedule groups and shift patterns
Core HR
Core HR
Depending on what you use for the employee, you need to change their Employment status or working pattern.
📎NOTE: What you change is also determined by what type of time off policy you use for the employee. If the policy uses Calendar settings, you need to change the employee's employment status, and if it uses Working patterns, you need to change the employee's working pattern. You should also make sure that you've approved or declined all of their existing time off requests before making any changes.
Change employee's employment status
Change employee's employment status
As a full-time employee they likely had an Employment status with only 2 non-working days (weekend days). As a part-time, if they are now working fewer days, they will have more non-working days.
This means you need to create a new employment status, mark which days are their weekend days (their non-working days), then assign the employee to this new employment status.
Change employee's working pattern
Change employee's working pattern
If you have an employee moving to part-time hours, you may need to change their working pattern.
Step 1 - Create a working pattern
If you haven't already created a working pattern that applies to the employee's new part-time hours, you need to create a new working pattern. If you already have, move on to the next step.
Step 2 - Assign employee to their new working pattern
Once you have a relevant working pattern for the employee, you need to assign the employee to it. To assign them to a new working pattern simply click Eligibility on the working pattern, select the employee and click Save. If the employee was assigned to another working pattern, they are automatically unassigned from it to be assigned to their new one.
Leave Management
Leave Management
If an employee changes their hours and gets a new holiday entitlement, you need to follow steps in Sage HR to give them the correct leave.
EXAMPLE: An employee works 40 hours a week with 25 days leave, then moves to a 20 hour week on 1 January with 13 days leave.
Step 1 - Work out their pro-rated allowance for their current entitlement
The first step is to pro rate the employee’s allowance for the period from the start of the holiday year to the date their hours change.
Use this formula:
Full year allowance / 365) x number of days before the hours change
EXAMPLE:
(40 / 365) x 121 = 13 days
The employee has 13 days to use between 1 January and 1 May before the hours change.
Step 2 - Subtract any holidays the employee already took in this period
The next step is to work out how much holiday the employee already booked for the period they stay on their current hours.
Use the Time off report under Reports > Time off > Time off report to see all booked leave for this period.
Subtract this amount from the pro-rated balance. This can create a negative balance.
EXAMPLE: The employee used 10 days between 1 January and 1 May, so they have 3 days left from their current entitlement.
Then note the employee’s remaining balance from their current entitlement, including any negative amount.
Step 3 - Create a new policy for their new annual entitlement
As the employee changes their hours, they get more or less leave. You must work out their new annual entitlement based on their new hours. Sage HR doesn't calculate this.
Once you know the new entitlement, create a new time off policy. Use the same settings as the old policy, but enter the new full year allowance. When you're happy with the policy, click Save and assign the employee.
Step 4 - Work out their pro-rated allowance for their new entitlement
After you assign the employee to the new time off policy, they get the full year allowance. You must change this because they won't work their new hours for the full year.
Pro rate the allowance from the date the new hours start. Use the formula below.
Use this formula:
(New full year entitlement / 365) x days from the hours change to the end of the holiday year
EXAMPLE:
(25 / 365) x 245 = 17 days
The employee has 17 days to use from 1 May to 31 December.
Step 5 - Add or subtract any remaining holiday from their previous entitlement
As mentioned above, the employee may have days left from their old entitlement, or they may have used too many.
You now add any unused days to their balance in the new time off policy, or you deduct days if they used too many.
EXAMPLE 1: The employee had 3 days left. They now have 20 days for the rest of the year (17 + 3).
EXAMPLE 2: The employee had minus 4 days. They now have 13 days for the rest of the year (17 – 4).
Step 6 - Rebook any existing future holiday
The employee may have booked holiday under their old time off policy for dates after their hours changed.
To make sure these days count against the new allowance, edit each request and switch it to the new time off policy, or rebook the requests under the new policy.
You can then remove the employee from the old time off policy. They now use the new policy only.
Shift Scheduling
Shift Scheduling
If you use the Shift Scheduling module there are a couple of things you need to consider if an employee is changing their working hours.
Schedule groups
You may need to create a new schedule group for the employee. This is in case you need to apply different schedule group limits and work hours.
Shift templates
Depending how the employee will be working their part-time hours, you may need to create new shift templates for shorter hours.