End of Year Processes and Reports in HRLocker

Carry Over, Annual Leave, CPD, HRDocs, Reviews

End of Year Processes and Reports in HRLocker

As the year draws to a close, HR teams need to ensure all timesheets, leave, and employee data are up-to-date and compliant. This guide will walk you through the essential end-of-year processes in HRLocker and highlight key reports to generate.

1. Preparing for the New Year

To get a smooth start to the new year, HRLocker makes it easy to carry over data and adjust settings:

Check Carry Over Policy for Each Office: Verify your company's carry-over policy for annual leave for each office. Different offices may have varying rules about the number of unused leave days that can be carried over into the new year. Learn more.
Update Public Holidays and Company Policies: Make sure the upcoming year’s public holidays are reflected in your HRLocker calendar and that any changes to company policies are implemented in advance. Learn how to add public holidays.
Review Leave Entitlements: Use the Annual Leave Summary Report to check and adjust leave balances. Make any required carry-over adjustments before the new year. Read more.
Update Time Off in Lieu (TOIL): Ensure TOIL balances are up-to-date using the Current TOIL Report. Review any outstanding TOIL hours and confirm if they can be carried over or need to be adjusted. Find out more.
CPD Hours and Training: Review how many CPD hours employees have completed for the year and flag any training that is expiring or overdue. Use the CPD Reports to track hours, expiring certifications, and outstanding training requests. Learn more about CPD.
Timesheets Should Be Approved: Ensure all employee timesheets are approved and reflect accurate hours worked. Timesheets should be finalized before the end of the year. Learn more about timesheet approval.
Leave Requests Should Be Checked: Review any outstanding leave requests to ensure they have been approved or declined before year-end. More details here.

2. End of Year Reporting

Generating accurate reports is critical for compliance and workforce planning. HRLocker offers several reports that help you close out the year:

Leave Reports:
- Annual Leave Summary: Summarize all annual leave taken throughout the year. This report helps you ensure compliance with company policy and local laws.
- Download All Leave and Sick Leave Reports: These reports will give you an overview of all leave types taken in the year, including sickness, holidays, and other absences.
- Bradford Factor Report: Generate this report to evaluate employee absence patterns and flag any potential concerns.
HRDocs Reports: Review signed documents in the HRDocs section to ensure all necessary paperwork (e.g., contracts, policy acknowledgments) is complete. This is especially important for new hires and employee updates.
Performance Reviews: Ensure employee reviews have been completed and documented in the system. These can be found under the Reviews section.

3. Manager Permissions and Reporting

Managers with the appropriate permissions can generate essential reports for their team:

Manager Permissions for Reports: Make sure that managers have the correct permissions to access and generate relevant reports for their department, including timesheets, leave summaries, and performance evaluations. More details here.

4. Start the New Year Strong

Once you’ve wrapped up the year-end processes, you can begin preparing for the new year:

Update Public Holidays and TOIL Policies: Adjust calendars and TOIL balances in advance to ensure they reflect any policy changes for the upcoming year.
Set Objectives for Next Year: Use the Reviews module to set employee objectives and goals for the new year.

By following these steps, you can ensure a smooth and efficient end-of-year process in HRLocker while preparing for a strong start in the new year.

Need Assistance?

If you have any questions or require additional support, feel free to reach out to our HRLocker Support Team. We're here to help!