Holiday bonus exchange
Employees can convert their accrued holiday bonus balance into time off during a designated exchange period. If an approval workflow is enabled, managers must approve their subordinates’ exchange requests.
If the company has holiday bonus conversions enabled, the entire process can be managed through the Integrata® Service Platform. The exchange option becomes visible to employees only if the exchange period is open, the employee has accrued exchangeable balances, and the data has been included in the system.
Holiday bonus exchange process:
- Accrual calculation – Holiday bonuses are calculated in Mepco.
- Data transfer – Integrata saves the accrual data in Lataamo, or the client retrieves the data from Mepco.
- Settings configuration – An HR user uploads the accrual data into the Integrata® Service Platform and defines the exchange settings.
- Employee requests – Employees submit exchange requests in the Integrata® app while the exchange period is open.
- Approval workflow – Requests are approved based on the predefined approval process.
- Final data transfer – Once the exchange period ends, the client saves the final data in Lataamo.
- Integration with Mepco – Integrata transfers the data to Mepco.
- Balance Maintenance – The remaining holiday bonus balance is maintained in Mepco
Add a new exchange period
- In the HR role, it is possible to define the exchange period
- Under the Holiday bonus function, select “New holiday bonus exchange period”
- Define the time interval when exchange requests can be made
- There can only be one valid exchange period at a time
- Freely add the instruction text that is visible to the employee
- Remember to also add the Finnish and Swedish versions of the instructions
- You can choose whether to make exchanges with a freely entered numeric value or with selectable percentages
- If necessary, you can modify the split factor of the exchanges, which is 2 by default
- Check that the Mepco flexible divider in use is the same
- The convertible balance is converted into non-working days according to the value. For example, if you enter 2 here, the employee will get 10 days off with the exchange of 20 holiday bonus leave. Half days are rounded down
- Alternatively, an approval cycle for the HR role or manager can be set for holiday bonus exchanges
- Holiday bonus exchanges can also be applied for without approval
- The data is transferred between Mepco and Integrata’s application as CSV files
- Only persons included in the data can make exchanges
- The customer can upload holiday bonus balances to the application either from the material saved on their own computer or from Integrata’s Lataamo
- The material must include a header row and the personal identity number, the holiday year and the amount of the balance to be exchanged on each row
- If necessary, you can download several materials for one period. The new material will be a continuation of the previous material that has already been uploaded. If the new data includes the same person, the new balance replaces the old one
End of the exhange period
With the HR role, you can do high-level monitoring of the situation during the exchange period, and if necessary, edit the settings for the period
- Select a swap period to access the settings for an already opened episode
- Select Show exchange requests to see a list of exchange requests
- From the list that opens, you can check the changed quantities, the status of the request, the name of the approver and the comment on the personal level
- At the end of the exchange period, download a csv file from the list view and save it for export to Mepco
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