This import is generally used for adding entitlement balance from previous years into the application. This enables the employee to still use the left-over balance from the previous year(s). Withdrawing the balance from the past is only applicable when the left-over balance of the concerned type of leave has not yet been transported to the current year.
While importing the new entitlements, the system will examine whether there are already entitlements on the balance. If this is the case, the system will delete the current balances, and replace them with the new, imported entitlements. This functionality is commonly used when the entitlement is imported from an external system, or in the case of the implementation of Leavedays when entitlement of the current year and balances from the past have to be added to the system. This, for example, in the case of French legislation.
The imported balances can no longer be recalculated for that year. This option is only functional when the entitlement of balance is done by the Leavedays system, and not the import.
In case of a contract change or other alterations that concern entitlement on the already imported balances, it is necessary to run the new entitlement via the functionality “import entitlement”.
The entitlement will then no longer be calculated automatically, based on the employee’s settings within types of leave, employment and/or schedule. It is even possible to import entitlement into the past. Note: the date of entitlement cannot be earlier than the date of the employee’s start of employment.
The import file
The only format for importing files that is compatible with the system is in this case a CSV-format. (Comma Separated Value) The values have to be separated by a semicolon (;)
The first line holds the field names, which have to be present in the system. When a file is presented without any field names, no information in this column can be imported.
The import definition for entitlement looks as follows:
|Employee number||Text||Letters en numbers||Yes||This field contains the employee number for which you want to import an entitlement. The employee number has to already exist within the Leavedays administration.|
|Type of leave||Text||Letters en numbers||Yes||This is the type of leave to which you want to add entitlement. The type of leave that you chose has to already exist within the Leavedays administration. For example: Normal leave.|
|Date of entitlement||Date||YYYY-mm-dd||Yes||The date of entitlement is the date from which the entitlement is valid. This date is either: 1) the date of the start of the employee’s employment. But only if the start of employment is later than the start of the financial year that you import. 2) If the employee is already employed before the start of that financial year, you fill out the starting date of the financial year that you import. In other words: it is not possible to fill out a date here, that predates the start of the employee’s employment. And the earliest date that you can fill out, is the starting date of the financial year you want to import.|
|Amount||Number||Decimal notation, using a period (.) to separate the decimals.||Yes||This is the number of hours that you want to entitle. Do this using a decimal notation. For example: 368.75. This means that 368 hours, and 45 minutes will be entitled.|
The example below shows what an entitlement import file looks like:
E56372; Normal leave;2014-03-21;678.5
E89272; Reduction in Working Hours;2014-01-01;345.25
In the first line, an employee with number E56372, has received entitlement on the balance of Normal leave of 2014. The import entitlement is 678 hours and 30 minutes, which started on March 21st 2014.
The second line concerns an employee with number E89272 receives entitlement on the balance Reduction in Working Hours. The import entitlement is 345 hours and 15 minutes, which started on the first of January 2014.