How Alkimii Converts Contracted Hours to Leave Days

How Alkimii calculates leave in days from contracted hours? 

• Alkimii converts contracted weekly hours into an average working day by dividing the contracted hours by 5.
  • Example: A 30-hour contract is divided by 5 → 6 hours per day. If an employee has 24 hours of holiday, Alkimii reports this as 24 ÷ 6 = 4 days.
• The same hours-to-days calculation applies where contracted hours are very small (for example a 2-hour weekly contract is also divided by 5 to determine the average working day used in the calculation).

Working Patterns — set expected shift patterns to improve leave calculations

• Purpose: Working Patterns let you define an employee’s regular expected shifts so the system uses actual working hours when calculating holiday and leave.
• Benefits:
  • Automatically calculate holiday/leave balances based on actual working hours
  • Warn when a shift is added outside the assigned pattern
  • Reduce rota errors and last-minute changes
  • Support compliance with contracts and availability
• Where to set: Staff Profile → Employment → Contract
• Options: Flexible building of patterns by days of the week or by number of days.

Reports and pages to review leave, bank holidays and taken days

• Public Holiday Accruals report
  • Location: People → Data → People Reports → Holidays
  • Use this report to review public holiday accruals for employees.
  • Use the Shifts page and filter by shift type: Holiday, Bank Holiday or Requested Day Off.
  • You can select a date range and download the results as an Excel file to see when leave days were actually taken.Shifts page (for auditing when leave was taken)

Quick procedures

1. Convert contracted hours to average daily hours (how Alkimii measures days of leave)

   1. Take the employee’s contracted weekly hours.
   2. Divide by 5 to obtain the average hours per working day.
   3. Convert holiday hours into days by dividing holiday hours by the average hours per day.

2. Set a Working Pattern for an employee

   1. Open the employee’s Staff Profile.
   2. Go to Employment → Contract.
   3. Create a working pattern by selecting days of the week or number of days and save.

3. Find when leave was taken

   1. Open the Shifts page.
   2. Filter by shift type: Holiday, Bank Holiday or Requested Day Off.
   3. Select the required date range.
   4. Download as Excel for a detailed record.

4. Access public holiday accruals

   1. Navigate to People → Data → People Reports → Holidays.
   2. Run or download the Public Holiday Accruals report.

Troubleshooting tips

• If leave-day calculations look unexpected for an employee, check:
  • The employee’s contracted weekly hours (the system divides these by 5 for the hours-to-days calculation).
  • Whether a Working Pattern is configured (setting a working pattern ensures holiday balances are calculated against actual working hours).