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Holiday Management¶

Manage public holidays for your workforce with automatic sync, country-specific pay calculations, and full audit trails.

Overview¶

Holiday Management lets you:

• Holiday Calendar — Visual calendar with country and year filtering
• Auto-Sync — Import public holidays from external sources for 100+ countries
• Pay Calculations — Automatic holiday pay based on classification, shift category, and overtime
• Audit Trail — Step-by-step calculation breakdown for compliance
• Holiday Pay Report — Dashboard with KPIs, status tracking, and CSV export

Holiday Calendar¶

Viewing Holidays¶

1. Navigate to the Holidays tab in Payroll
2. Select a Country and Year
3. Use the Classification Filter to show specific holiday types
4. Toggle between Local and English names

Calendar View¶

The calendar displays holidays overlaid on a monthly grid:

• Mandatory Paid — Green background
• Non-Mandatory Paid — Yellow background
• Synced — Blue badge
• Manual — Gray badge

Adding a Holiday Manually¶

1. Click Add Holiday
2. Fill in the details:

1. Click Save

Syncing Holidays¶

Supported Countries¶

The sync feature supports 100+ countries worldwide, including all 12 Latin American countries in the payroll system.

Syncing from External Source¶

1. Select a country in the calendar
2. Click Sync Holidays
3. The system fetches public holidays from the external source
4. Holidays are imported with classification mapping:
5. Public holidays → Mandatory Paid
6. Other types (Bank, School, Authorities) → Non-Mandatory Paid

Re-Syncing¶

To update holidays for a country/year:

1. Click Sync Holidays again
2. Existing synced holidays are deleted and re-imported
3. Manual holidays remain untouched

Holiday Classifications¶

Mandatory Paid¶

Employees are entitled to paid time off. If they work on a mandatory holiday, they receive premium pay.

Non-Mandatory Paid¶

Employees are not entitled to time off, but if they work on the holiday, they receive premium pay.

Holiday Pay Calculations¶

The holiday pay engine calculates compensation based on a 4-branch decision matrix.

Decision Matrix¶

Calculation Pipeline¶

1. Shift Category Detection — Auto-detect day (8h), night (6h), or mixed (7h) based on shift times
2. Standard Shift Hours — Retrieved from country presets
3. Hour Split — Regular hours vs overtime hours
4. Base Hourly Rate — Fixed salary ÷ 160 or direct hourly rate
5. Country-Specific Rates — Overtime surcharge and Sunday/holiday rates from presets
6. Rule Engine — Evaluate the 4-branch matrix
7. Audit Summary — Build full audit trail

Key Formulas¶

Base Hourly Rate (fixed salary) = Salary / 160
Base Hourly Rate (hourly) = Hourly Rate
Overtime Pay Rate = Base Rate × (1 + Overtime Surcharge)
Holiday OT Rate = Base Rate × max(1 + Surcharge, Sunday/Holiday Rate)

Company Activity Type¶

The company’s activity type affects holiday pay calculations:

Set the activity type in Settings → Company Profile.

Holiday Pay Report¶

Dashboard¶

The report provides 4 KPI cards:

Status Workflow¶

Record Details¶

Click a record to expand and view:

• Modality — Monthly, biweekly, or weekly
• Activity Type — Commercial or non-commercial
• Classification — Mandatory or non-mandatory
• Shift Category — Day (8h), Night (6h), or Mixed (7h)
• Regular / Overtime Hours — Hour breakdown
• Regular / Overtime / Rest Pay — Pay components
• Applied Rule — Which branch of the decision matrix was used
• Base Hourly Rate — Rate used for calculations
• Overtime Surcharge — Country-specific rate

Calculation Steps (Audit Trail)¶

Each record includes a step-by-step audit trail:

CSV Export¶

Export all records to CSV with columns:

Employee, Holiday, Date, Modality, Activity, Classification, Worked, Regular Hours, Overtime Hours, Regular Pay, Overtime Pay, Holiday Rest Pay, Total Holiday Pay, Status, Applied Rule

Integration with Payroll¶

How Holidays Flow into Payroll Runs¶

1. Holiday Calendar is maintained per workspace per country
2. Each holiday has a classification and the company has an activity type
3. Each employee has a payment modality (monthly, biweekly, weekly)
4. When a payroll run processes a holiday:
5. The system checks whether the employee worked on that holiday and how many hours
6. A shift may be assigned (or defaults to day/8h)
7. The shift is auto-classified as day/night/mixed based on time-of-day
8. The rule engine evaluates the 4-branch decision matrix
9. A holiday_pay_record is created with all input conditions and calculated amounts
10. Granular holiday_audit_logs are written for each calculation step
11. The record progresses through statuses: calculated → approved → paid

Batch Calculation¶

Process all employees on a single holiday at once:

1. Navigate to the Holiday Pay Report
2. Select a holiday date
3. Click Calculate Batch
4. The system generates records for all active employees
5. Review and approve each record

What’s Next¶

• Aguinaldo — 13^th-month salary calculations
• Payroll Runs — Execute payroll with holiday-aware calculations
• Work Shifts — Define shift templates for holiday pay categorization

Still questions? Ask on Discord or explore tutorials