How do I manually calculate the 13-week rule for my employee?

This article will help you manually calculate the Public Holiday balance for your casual, part-time variable and full-time variable employees who accrue their balances using the 13-week rule.

Alkimii set up the Public Holiday rule based on the information you provided during the configuration stage.

If you're unsure of what rule has been applied, please contact our customer success team at hello@alkimii.com

A casual, part-time variable or full-time variable employee will accrue the bank holiday if they have worked 40 hours or more in the last 5 weeks. If they have, the system then adds up their hours worked over the 13 weeks prior to the bank holiday, divides by 13 and divides by 5 to get the equivalent of one working day.

If the auto-roster is enabled and the employee has accrued the bank holiday, they will be automatically rostered for a public holiday shift.

If you want to understand where this calculation has come from, please see the below steps for manually calculating the 13-week rule, using the August Bank Holiday for example.

Step 1:	Check if your casual, part-time variable or full-time variable employees has worked 40 hours in the last 5 weeks Navigate to Shift Search in Team Enter the date range to 5 weeks prior to the Public Holiday date Search the employee's name Export their hours worked into an excel If the employees total hours worked amount to 40 or more hours, they will be entitled to Public Holiday accrual.
Step 2:	Now we will calculate the Public Holiday accrual Enter the date range to 13 weeks prior to the Public Holiday date Search the employee's name Export the hours worked into an excel Please ensure to clear any shifts that aren't set up to accrue from this download, for example just a regular requested day off (not a holiday day). Within the excel, highlight the column "Hours Worked" and in the bottom right corner beside the zoom feature you will see "Sum" Divide the "Sum" figure by 13, and then take that answer and divide it by 5 to get the equivalent of one working day
Step 3:	Check this against the systems accrual amount Navigate to the staff profile On the left-hand panel, click Holiday Balances Select the eye icon beside "hours earned" in Bank Holidays. Does the accrual match?
Step 4:	Check the Public Holidays accrual report Navigate to Data within Team Select "Reports" On the left-hand panel, click Holiday In this view, select "Public Holiday Accruals" Select the year you wish to check and click download In the report, scroll across to the date of the Public Holiday Beside this column, you will see "Hours" Does this accrual match?

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