Flex – Working Over a Holiday Period
Throughout the year, certain days such as Bank Holidays are automatically inserted into Flex by the system. The problem comes when a member of staff has worked on a holiday, e.g. between Christmas and New Year.
Staff can remove the automated adjustment and enter their times but the automated adjustments are put back in the next time they go into Flex.
To cure this problem, it is easier to follow the instructions below just before you do your Month End, to save having to keep repeating the process.
Remove the Automated Holidays and Enter Your Times
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Click on the automated ‘Adjustment’ entry, e.g. Annual Leave, for the required day.
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This will open the adjustment and display its details. Check that it is the correct one and then click "DELETE" button.
- This will remove the entry from your electronic Leave Card for the day in question, and will take you back to your timesheet.
- Enter the hours worked on that day.
- Do Steps 1 to 4 for each day where you worked instead of being on leave.
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Remember to click on "Save" to save your timesheet.
Do a Month End after removing Automated Holiday Adjustments.
- Before doing your Month End you will need to ensure that you have removed the automated entries, see Steps 1 to 3 above.
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Click on the ‘Month End’ button, which will open the Month End screen.
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In the options for the Month End, tick the box indicating ‘Email Timesheet to my Email Address” and continue as per a normal Month End. If you get any queries about the timesheet, refer to the emailed one rather than go back to that month in Flex as the automated adjustments will be re-inserted.
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Remember to click on "Save" to save your timesheet after doing the Month End.
- Do NOT go back into the previous month, to check that the adjustment has been removed, as doing so will cause it to be re-inserted and you will need to go through the Removal process again.
Please note that on your Leave Card, the 'Hours Required for Christmas Closure' are there for information only, it does not get amended if you remove the auto-inserted holidays over Christmas. Neither does it get included in any calculations relating to your Leave Entitlement.
If in doubt then please log a Fresh Service call using the ‘Fresh Service’ icon on the Portal Home page.