Stat Holiday Pay Calculation
Executive Summary
Stat Holiday Pay Calculation builds a four-week work history for selected employees so payroll can work out statutory holiday (or float day) pay. Staff choose the Monday that starts the most recent of the four weeks, the holiday or float date, and which employees to include. The run reads each employee's visits and time off from AlayaCare, writes an Excel workbook with visit-level detail, weekly totals and a payment summary, and keeps the workbook on the job so it can be downloaded again. When Report And Process is chosen, the run also creates a holiday-date visit in AlayaCare for each employee, using the client and service chosen in the page settings, unless the employee already has one.
Key Features
- Start a report for one employee, or for employees in selected groups and departments (leave them blank for all employees)
- Choose Report Only or Report And Process (which also creates the holiday visits in AlayaCare)
- Cancel a run that is in progress
- Review past jobs with their processing times, included visit counts and status
- Download the generated Excel workbook again at any time
- Configure the holiday visit client and service, the service codes counted, and rounding options (when permitted)
Typical Workflow
- If you have access, open the settings and confirm the holiday visit client, the service, and the service codes to include.
- Click Start A New Report. Choose the Processing Mode, the Start Date For Prior 4 Weeks (a Monday), the Stat Holiday or Float Date, and who to include, then click Ok.
- Wait for processing to finish. The workbook downloads when the run completes.
- Use Download Excel on the job's row to save the file again later.
Report Output
Each run produces an Excel workbook named StatHolidayPayCalculation_{date and time}.xlsx. It is stored on the job, downloaded automatically when the run completes ("Exported Successfully"), and can be downloaded again with Download Excel in the grid. The workbook has three sheets: Report, Detail and Summary.
Report Contents
| Content | How it is determined |
|---|---|
| Report sheet | Echoes the choices made: stat holiday or float date, the Monday the weeks start with, processing mode, the groups and departments chosen (with their names), the service codes included, and the employee if one was chosen. |
| Detail sheet, one row per visit or time off | Employee name and AlayaCare ID (shown on the employee's first row only); visit ID, service code and visit status; scheduled start, client last and first name (or the time-off type for time off), scheduled end and scheduled hours; clock-in, clock-out and clocked hours; verified in, verified out and verified hours; pay quantity; and the hours used. |
| Hours used | For a visit: the pay quantity if there is one, otherwise the verified duration, otherwise the clocked duration, otherwise the scheduled duration. For time off: the paid duration from the time-off rule when there is one, otherwise the same order as a visit. When Round The Average Hour Value To Nearest Quarter Hour is on, each value is rounded to the nearest 15 minutes. |
| Week columns (Wk1 to Wk4) | The hours used are placed in the column of the week the visit starts in. The column headings show each week's date range. Week 1 is the week that starts on the chosen Monday; weeks 2, 3 and 4 are the three weeks before it. |
| Employee totals | After each employee's rows: weekly hour subtotals, number of days worked in each week, total hours worked in the prior four weeks, that total divided by 20 days, that average capped at 8 hours, and average hours per day for each week. In Report And Process mode, the AlayaCare ID of the created visit, "Visit Already Exists (ID)", or "Failed To Create Visit". |
| Summary sheet | One row per employee: last name, first name, AlayaCare ID, Hours Worked Prior 4 Weeks, Average (/20), Hours Paid (the lesser of the average and 8) and Visit ID Created (created visit ID, "Visit Already Exists (ID)", or "Error Creating Visit"; blank in Report Only mode). Only employees with at least one visit or time-off entry are listed. |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Fake Client AC UID To Use On visit | Client picker | AlayaCare client that holiday visits are created for. It must be the client the service below belongs to. |
| General | Service | Service list | Active service on that client used for the holiday visit. It must be set before a report can start. The service list fills once a client is chosen. |
| General | Include Saturday And Sunday In Hours And Days Worked | Yes/No | Saved with the page settings but not used by the calculation. |
| General | Round The Average Hour Value To Nearest Quarter Hour | Yes/No | When on, each visit or time-off duration is rounded to the nearest 15 minutes before it is totalled. |
| General | Divide By 20 Or Days Actually Worked | Dropdown | Saved with the page settings but not used by the calculation. The calculation always divides by 20. |
| General | Maximum Weekly Hours Worked Limit | Text | Saved with the page settings but not used by the calculation. |
| General | Service Codes | Multi-select (with Select All) | Service codes whose visits count toward the four-week history. Time-off entries are included separately. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, start reports and download results |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists the stat holiday pay calculation jobs, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the job was created. |
| Added By | User who started the job. |
| Processing Mode | Report Only or Report And Process. |
| Start Date For Prior 4 Weeks | Monday that starts week 1. |
| Stat Holiday or Float Date | Holiday or float date the calculation is for. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | Elapsed processing time. |
| Included Visits | Number of visits and time-off entries included. |
| Status | In Progress, Completed or Cancelled. |
| Manage Records | Download Excel icon for the stored workbook. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings | Opens the settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the settings for editing (when settings edit is permitted). |
| Download Excel (row icon) | Downloads the workbook stored on the job. Does nothing if the job has no workbook (for example a cancelled job). |
Dialog Components
Start A New Report
Opens from Start A New Report. Complete the fields and click Ok.
| Field | Purpose |
|---|---|
| Processing Mode | Report Only (default), or Report And Process, which also creates the holiday-date visits in AlayaCare. |
| Start Date For Prior 4 Weeks | Monday that starts week 1. Required, and must be a Monday. |
| Stat Holiday or Float Date | Date of the holiday or float day. Required. |
| Groups | Limits the employees to these groups (with Select All). |
| Departments | Limits the employees to these departments (with Select All). |
| Employee | Runs the report for one employee only. Choosing groups clears this field. |
Leave Groups, Departments and Employee blank to include all employees.
Messages
| Message | Meaning |
|---|---|
| Please select a valid start date | No start date was chosen. |
| Start Date has to be a Monday | The start date is not a Monday. |
| Please select a valid stat holiday or float date | No holiday or float date was chosen. |
| Service to create visit not configured correctly | The service in the settings could not be found in AlayaCare. |
| Service to create visit not for correct client | The service in the settings does not belong to the client in the settings. |
| Login To Alaya Failed | The connection to AlayaCare could not be made. |
| Process Cancelled | The run was cancelled. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Departments | Department list in Start A New Report. |
| Groups | Group list in Start A New Report (disabled groups are not offered). |
| Service Codes | Service codes available in the settings and used to decide which visits count. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
After you click Ok the dialog checks that the dates are valid and that the service in the settings exists and belongs to the settings client. A job is then created with the status In Progress, and processing runs with a progress panel. You can cancel the run from the panel.
- The employees are determined. If one employee was chosen only that employee is used. Otherwise the employees in the chosen groups and departments (or all employees) are loaded from AlayaCare, ordered by last name.
- Four weeks are defined from the Monday: week 1 is that Monday through the following Sunday, and weeks 2, 3 and 4 are the three weeks before it.
- For each employee, the employee's visits and time-off entries from the start of week 4 to the end of week 1 are loaded from AlayaCare, using the employee's own time zone.
- Visits are kept when they are not cancelled, have a client, are not the holiday visit service from the settings, and have a service code selected in the settings. Details of each kept visit are loaded (scheduled times and clock-in and clock-out). When visit verification is available in AlayaCare, the verified times, verified duration and pay quantity are loaded as well.
- Time-off entries in the same period are added, together with their time-off rule.
- Each row's hours used is worked out and written to the Detail sheet in the week column that matches its start date, followed by the employee's weekly totals.
- In Report And Process mode, the system checks whether the employee already has a visit for the holiday service on the holiday or float date. If not, a visit is created in AlayaCare for the settings client and service, starting at 9:00 AM on that date in the employee's time zone, lasting the four-week total in minutes divided by 20. The visit is created with an override and reason code 1. The result is written under the employee's totals and on the Summary sheet.
- After all employees, the Summary sheet is written, the workbook is stored on the job, and the job is set to Completed with its end time and duration. The workbook downloads.
- If the run is cancelled, the job is set to Cancelled and no workbook is produced.