what's new: ashima's new holiday schedule is here!
Introducing Ashima's New Holiday Schedule: Enhanced Flexibility for Holiday Rates
To provide greater flexibility in assigning diverse holiday pay rates based on employees' locations during concurrent local and regional holidays, we are unveiling a revamped Ashima holiday schedule.
Transitioning from a single holiday pay rate table, which defined holiday rates, we are introducing a customizable holiday schedule. At the beginning of each year, companies can now create specific holiday entries for various holidays, reflecting regional and local variations in holiday pay rates.
With this new holiday schedule, Ashima empowers you with more control over determining holiday compensation for your employees. Ashima New Holiday Schedule Let's explore the upcoming changes in the holiday calendar, effective from next week's release:
One notable change is the introduction of corresponding applicable location assignments for each holiday entry. This allows you to tailor holidays to employees assigned to different locations.
Moreover, the new holiday schedule enables customization of the applicable pay rate for each holiday type you create. Going forward, you can create multiple holiday entries on the same date, specifying holiday pay rates that align with the entitlements of employees in different locations.
Getting Started
The enhanced ashima holiday schedule will be accessible from January 15, 2024. Please log in to your ashima account and navigate to Shifts > Holiday Schedule to commence setting up your 2024 holiday schedule.
Moving forward, you will be prompted to set up the holiday schedule at the beginning of each year.
For an easy setup of your 2024 holiday rates, you have two options:
Use the default 2024 calendar based on Philippine declared holidays. After using the default, you can add additional local regional holidays to the list.
Utilize the custom upload feature to upload a list of holidays for 2024 that you wish to set up in Ashima.
Setting Up the Default 2024 Holiday Schedule:
To set up the default calendar:
Log in to the admin portal go to shifts > holiday schedule
When prompted to download the 2024 holiday calendar, proceed by clicking on the "Yes, I'm good with the default holiday schedule - let's roll!" button.
Once the default 2024 calendar is set up, a list of all Philippine declared holidays for the year will be displayed on your holiday schedule. Please review the details to ensure alignment with existing company policies regarding holiday rate payments.
Kindly ensure to set up the 2024 holiday calendar prior to initiating the upcoming payroll run.
Uploading Custom 2024 Holiday Schedule:
If you have multiple custom holidays from the 2023 calendar that you wish to reuse for the 2024 holiday schedule, we recommend using the upload facility instead of the default holiday list.
To import a custom holiday list:
Log in to your admin portal.
Choose option to Upload Custom Holidays
On the new holiday schedule page of ashima click on "Import Holidays."
On the instructional import page download the bulk holiday schedule csv template.
Complete the bulk holiday CSV template and proceed to upload it.
Add multiple holidays to the bulk holiday tempate csv file. The .csv spreadsheet contains sample text, which shows how to format your row entries. Use this guide as a reference as you complete the import .csv template. Format your import data correctly to prevent any errors when uploading.
Holiday Name*
name of holiday. set a standard naming covention, limit use of symbols to an apostrophe/single quote and a dash
Holiday Date*
date of the holiday - date format (dd-MMM-yy) : 31-Jan-24
Holiday Type*
the type of holiday
accepted values: regular holiday , special non-working holiday , special working holiday
Applicable Locations
leave blank if you want it applicable to all locations
for multiple local holidays, type the exact location name from the Location Settings and use '|' as separator
sample: Cebu | Mandaue | Lapu-lapu
To view the list of available location entries, log in to your admin account and go to Settings > Workforce > Location and look at the list of all your workforce locations.
Note: Fields marked with * are required.
When you enter new records in the .csv file there are a few things to be aware of:
Complete all required fields.
Don’t change or delete any column headers.
Don’t add or delete columns. You can leave optional columns blank instead.
Delete all example rows after using them as a reference for formatting your data.
Delete all empty rows.
Save the file as a .csv.
If your holiday schedule upload file is ready proceed to uploading file.
Editing existing holiday schedules:
To edit an existing holiday entry, click on the specific holiday on the table to drill down to the details page.
Ensure you assign the appropriate holiday rates for each holiday scenario – whether it's an unworked holiday, working on a holiday, or working on a holiday that coincides with your rest day. Set the value on the holiday rate table as a multiplier of your employees' salary to ensure they receive the correct holiday pay rates.
For employees with various pay schedules – be it monthly, daily, or hourly – specify the rates for each category. This enables the system to apply the holiday rates accordingly, considering the different pay types.
Additionally, make certain to assign the appropriate add-on rates if employees work overtime on a holiday, work overtime on a holiday that coincides with their rest day, or work overtime wih NSD.
Adding new holidays:
When adding new holidays, ensure to tailor them according to your specific requirements and preferences. Adding new holidays allow you to define unique parameters such as applicable location and distinct pay rates. This flexibility empowers you to align the holiday schedule precisely with your organization's needs and accommodating variations in pay rates. For local and regional holiday requirements beyond government-proclaimed national holidays, add new entries to the holiday schedule.
To add a new holiday entry:
Click on "Add Holiday."
Specify holiday name, set holiday date using the date picker.
Choose holiday type (Regular, Special Non-Working, Special Working).
Select applicable location/s based on your workforce location settings.
Set applicable holiday rates When you open an add new holiday form, the default holiday rates from your pay rate table will be shown. If you choose not to modify the default settings, the holiday rates will remain unchanged.
If you have a different holiday rate from the default you can edit the holiday rate fields accordingly.
Make sure to set up the right holiday rates for different scenarios, like days off, working on holidays, or putting in hours on your rest day. Use a multiplier of your employees' salaries on the holiday rate table to ensure they get the correct holiday pay. If you have a mix of monthly, daily, or hourly pay schedules in your team, specify the rates for each. This way, the system can handle holiday rates based on how everyone's getting paid.
And don't overlook the extras! If someone's putting in extra hours on a holiday, working OT on a holiday that's, make sure to adjust those rates accordingly. Additionally, conscientiously assign requisite add-on rates in instances where employees engage in overtime during holidays, work overtime on holidays that coincide with scheduled rest days, or participate in overtime on non-standard
How to set up double or multiple holidays occurring on the same day
Managing multiple holidays falling on the same day, especially when accommodating varying pay rates, requires a thoughtful approach. Now, with the new ashima holiday schedule, we've got two ways to tackle these scenarios: Option 1 If you have another holiday (i.e Mandaue Charter Day) occurring on the same day as an existing holiday (i.e Maundy Thursday), here's how you can set it up: 1. If you selected the default 2024 holiday calendar during setup, Maundy Thursday has been configured with applicable to "all" locations with the following rates
Set up the second holiday entry for March 28 as Mandaue City Charter Day, and allocate this specific holiday to employees in that location (i.e., MND). Apply the corresponding additional rate for employees situated in MND.
The system will compensate the remaining employees outside of MND with the premiums for the initial holiday. However, for employees designated to MND, the system will sum up the holiday rates assigned on both holidays.
It is crucual to review and check the rates assigned to holidays that overlap as the system calculates the TOTAL rates for overlapping holidays, you need to review the rates assigned to each holiday to ensure accurate summation.
Option 2: You can also create several version of a holiday with rates that are specifically targeted to a location. For example if there are are multiple rate variations for several holidays happening on the same day (e.g., March 28 - Maundy Thursday, March 28 - ANZAC) and distinct locations are subject to different rates for the same holiday, consider the following approach: You have the option to create several versions of a holiday, each with rates tailored to specific locations. For instance, if there are are multiple holiday rate variations for several holidays happening on the same day (e.g., March 28 - Maundy Thursday, March 28 - ANZAC day), and different locations are subjected to different holiday rates, you may want to consider the following approach
Create the initial holiday entry for March 28, covering both Maundy Thursday and ANZAC Day, specifically for employees located in the AUS region. Define custom holiday rates that align with the requirements.
Set up a second holiday entry for March 28 - Maundy Thursday and March 28 - ANZAC Day, applicable to employees with the NZ location. Again, customize the rates for them.
Create the third holiday entry for March 28 - Maundy Thursday, applicable to all other locations except AUS and NZ. This way, you can smoothly navigate various holiday celebrations and make sure employees get compensated accurately based on where they're at.
By adopting this method, you can effectively navigate diverse holiday celebrations and ensure that employees are compensated accurately based on their respective locations.
IMPORTANT: Please set up your holiday calendar before running your upcoming pay run.
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