What Holiday Trading data should clients on auto-approval upload for their employees? For UK only

Holiday Trading data for employees is uploaded via the central members upload area within Reward Manager.

1. Login to Reward Manager
2. Find the tab Members on the lefthand sidebar
3. Select Update Membership List

For more information on how to upload and update your eligibility list, please see How to upload an Eligibility List.

What data is needed for Holiday Trading?

Clients need to upload the following data for their employees so they can use Holiday Trading: 

Note: All scheme-specific required fields like registration questions, employee identifier, etc, need to be included in the file as well.

• Annual Salary: Employee's annual gross salary - required field
• Payroll Name: The name of the payroll (in the Reward Manager in SmartPay) the employee is in - required field
• Date of Birth: Employee's date of birth - required field
• Holiday Trading Units: Days, hours, or none (none is only for these employees, who should not have access to Holiday Trading) - required field
• Holiday Trading Maximum Buy: Employee's individual maximum number of hours/days to buy (this is to be provided, if employees have a different amount of hours/days to buy from each other e.g. employee A can buy 5 days, employee B can buy 7 days, employee C can buy 3 days etc.) - required field, unless the client would like to use default allowance (e.g. all employees allowed to buy the same number of days, for example 5)
• Holiday Trading Maximum Sell: Employee's individual maximum number of hours/days to sell (this is to be provided if employees have a different amount of hours/days to sell from each other) - required field, unless the client would like to use default allowance (e.g. all employees allowed to sell the same number of days, for example 5)
• Annual Weeks Worked: Weeks worked per year: if this information is not provided, the product will use a default value of 52 - required field for part-time employees, and optional when the client would like to use the default value of 52 for their employees
• Weekly Hours Worked: Hours worked per week: if this information is not provided, the product will use a default value of 40 - required field for part-time employees, and optional when the client would like to use the default value of 40 for their employees
• Holiday Trading Work Days: Days worked per week: if this information is not provided, the product will use a default value of 5 - optional field (to be used when the client has employees who work 1-2-3-4 days a week)
• Total Annual Sacrifice Amount: Often referred to as Other Deductions, this is the amount of money, allocated to the employee for a different provider outside of RG (if any) for a calendar year - optional field

Notes:

• If a client uses another gross salary product (e.g. Cycle to Work) on pre-approval and they want Holiday Trading on post-approval, they’ll still need to provide the employee's annual gross salary when uploading their file
• Payroll name is a required field if you have more than one Payroll in SmartPay
• In case some members are not eligible to apply in this window, the client should list “0” for HT Allowance and “None” for HT Units for these members in the file