When an employee leaves, Rotaready calculates their final holiday balance. Set up two matching pay elements in Paycircle so these amounts are paid or deducted correctly.
How leaver holiday amount arrive
Rotaready calculates a final holiday amount for each leaver. The amount is either positive or negative.
A positive amount is holiday owed to the employee, for example, untaken holiday.
A negative amount is holiday owed by the employee, for example, holiday taken in advance.
Rotaready sends both types of amounts to Paycircle under the name Holiday Finalisation. The integration then routes each amount to the correct pay element, based on its value.
Leavers who are no longer active
Some leavers' final amounts depend on a company setting. Check this setting if a final amount doesn't arrive.
⚠️Important! Where an employee is no longer active in the pay period, their final elements are only imported if a company setting is switched on. Without it, the value is discarded before import, with no warning or error. Nothing appears on the Rotaready Updates page.
If a leaver's final amount hasn't arrived and there's no message to explain it, check this setting first when you contact support.
Set up the pay elements
Add two pay elements to your Paycircle element pack. Give both elements the same name.
Element name | Element type |
Holiday Finalisation | Addition |
Holiday Finalisation | Deduction |
📌Note: Both elements must have the same name. The integration tells them apart by element type. Matching on the element name is not case-sensitive, but spacing and punctuation must match exactly.
⚠️Important! Create these elements in Paycircle. Rotaready already has a standard element with this name, so you can't create your own element with it there.
How the integration routes amounts
Once both elements are in place, the integration routes each amount automatically.
A positive amount goes to the Addition element.
A negative amount goes to the Deduction element.
📌Note: A negative amount is stored on the Deduction element as a positive figure. For example, a -88.00 from Rotaready appears as 88.00 against the deduction. Keep this in mind when you reconcile against Rotaready.
Handle skipped amounts
An amount can be skipped when one of the two elements is missing. Check which situation applies before you act.
When only one element exists
If only one Holiday Finalisation element exists and an amount arrives with the opposite sign, the integration doesn't apply the amount to the wrong element. It skips the value, records a warning, and completes the rest of the import.
⚠️Warning! If no element with this name exists, the import errors rather than skipping. An error on a sign-off import means nothing is written for any employee in that import.
Resolve a skipped amount
Follow these steps to bring the skipped value into Paycircle.
Add the missing element to your pack, with the same name and the opposite element type.
Reverse the sign-off for a day in that pay period in Rotaready, then sign it off again.
⚠️Important! There's no failed event to retry. An import where the only problem is a skipped value completes successfully, and only failed events can be retried. A fresh sign-off is the only way to bring the value in.
Check automatic finalisation
Some customers use Rotaready's automatic finalisation setting. When it's on, Rotaready calculates the amount instead of Paycircle.
For a salaried employee, Rotaready calculates the daily rate by dividing their annual salary by the number of salaried working days per year set in Rotaready. This defaults to 260, based on a five-day working week. Confirm the value stored for each customer before go-live.
⚠️Warning! A value of zero, or one that isn't a number, makes the calculation use 365 instead. This produces a materially lower final payment.