Spreadsheet: 605761d1547251528-populate-name-vacation-date-information-into-calendar-format-in-separate-tab-leave-planner-template-v2
Sheet: Instructions

 | The Vacation Planner is an MS Excel workbook and consists of:
 | - ENTER Employees Sheet
 | This sheet is where you will enter all your employee information (for example, name, paid vacation entitlement etc)
 | - Employee SUMMARY Sheet
 | This sheet will summarize employee activity as it occurs over the 12-month calendar period (January through to December)
 | - Calendar Sheets (Months)
 | There are 12 calendar sheets (January through to December) for you to track employee paid vacation days, sick days and or unpaid days.
 | - Statutory Holidays Sheet
 | This sheet is where you will enter all of the annual statutory holidays.
 | The following sections will describe how to use and or interpret the Vacation Planner.
 | Section 1: Entering Employee Details
 | Click on the tab titled ENTER Employees at the bottom of your screen. This is where you MUST enter your employee
 | information - including "new" recruits as they commence. This sheet has to be completed before entering any information in the month-by-month planner.
 | For each employee, follow these steps:
 | 1. | Enter the employee name under the column heading "Employee Name". Enter names in the following format to enable
 |  | alphabetical sorting: LAST NAME, First name
 | 2. | Enter the employee's annual vacation entitlement under the column heading "Annual Vacation Entitlement (Total # of Days)"
 |  | Enter as a number. For example 3 weeks paid vacation should be entered as "15"
 | 3. | Enter the employee's balance of paid vacation days/days in lieu owing as at January 1st under the column heading "Unused
 |  | Vacation Carried Over (Total # of Days)"
 | NOTE: Do Not "Cut and Paste" entries - this will impact the planner functionality
 | 4. | In the column titled "Date Vacation Calculations Start (YYYY/MM/DD)" enter one of the following:
 |  | (i) For existing employees as at January 1st of the current year format:  (YYYY/MM/DD)
 |  | (ii) For new recruits, enter the date they begin work in the year format: (YYYY/MM/DD).
 | NOTE: Entitlement calculations will commence from the date entered in point (4).
 | 5. | In the column titled "Original Start Date (YYYY/MM/DD)" enter the date the employee originally began working
 |  | for the company. This field is optional and is for reference purposes only.
 | 6. | In the column titled "Date Terminated (YYYY/MM/DD)" enter the date the employee finished working for the
 |  | company. This field is optional and is for reference purposes only.
 | 7. | Once you have entered all employee information, you will be ready to proceed to the month-by-month calendar. The
 |  | data you have entered on this sheet will automatically carry through to each month.
 | NOTE: It is good practice to SAVE YOUR WORK regularly to avoid loss of data.
 | Section 2: Entering Annual Statutory Holiday Information
 | When beginning a new calendar year, use the template and confirm the dates of the annual statutory holidays. Click on the tab titled Stat Days at the bottom of your screen.
 | For each month,  enter the date of the statutory holiday in the following format (YYYY/MM/DD) in column B adjacent to the related month.
 | If there is no statutory holiday in a month, leave the adjacent cell blank.
 | Factsheet with BC stat days 2017-2020 can be found here:
 | https://www2.gov.bc.ca/gov/content/employment-business/employment-standards-advice/employment-standards/factsheets/statutory-holidays-in-bc-2017-2020
 | Special Note: offices are closed on Christmas Day and Boxing Day so update both days in the adjacent columns for December.
 | Section 3: Using the Month-By-Month Calendar
 | Each sheet represents a summary of employee activity for that month only.
 | An annual summary (Employee Summary sheet) is included in the vacation planner.
 | 1. | When beginning a new calendar year, use the template and update the year for the dates in each month. Once the dates have been updated the calendar will reset with the appropriate weekends and statutory holidays noted.
 | 2. | To enter each month, click on the "tabs" at the bottom of your screen (e.g. "[NAME]", "JULY"  etc).
 | 3. | Every employee added to the ENTER Employees sheet will automatically appear in the left hand side of each months
 |  | sheet.
 | 4. | Each employee will be automatically marked in the calendar area as being "present at work" (represented by an 'x'),
 |  | starting from the date you enter under Date Vacation Calculations Start in the ENTER Employees sheet.
 |  | (see Section One: Entering Employee Details).
 | 5. | You should enter information under the calendar section (I.e. under the days of the month) - to track employee activity
 |  | Simply use the scroll bar on your screens to move forward and back through the calendar.
 | 6. | To track employee activity, simply enter the appropriate symbol that represents the type of leave taken under
 |  | the relevant day of the month. Symbols include:
 | s | = | Sick Day |  | Shown as | s |  | s.5 | = | 1/2 Sick Day |  | Shown as | s.5
 | v | = | Paid Vacation |  | Shown as | v |  | v.5 | = | 1/2 Paid Vacation |  | Shown as | v.5
 | u | = | Unpaid Day Off |  | Shown as | u |  | u.5 | = | 1/2 Unpaid Day Off |  | Shown as | u.5
 | x | = | Present at Work |  | Shown as | x |  | b | = | Bereavement Day |  | Shown as | b
 | o | = | Other Day |  | Shown as | o |  | o.5 | = | 1/2 Other Day |  | Shown as | e
 | st | = | Statutory Day |  | Shown as | st
 |  | A summary of the type of leave taken in the current month will be found under the heading "Summary of Leave Taken This Month"
 |  | This area represents the number of vacation, sick, unpaid, bereavement, statutory and other days taken in the current month.
 | 7. | If an incorrect symbol is entered and you wish to make a correction, simply overtype the symbol you have entered
 |  | with the correct entry.
 | 8. | In order for the planner to perform calculations accurately for each employee, every day must be accounted for.
 |  | Commencing from the Date Vacation Calculations Start, each day must contain one of the above listed symbols (e.g. "x", "v", "s.5" etc)
 | 9. | Should an employee work an extra day on a weekend or stat day, simply enter an 'x' on the days worked under the appropriate column .
 | Section 4: Employee Summary Sheet
 | This sheet is a summary of employee activity for the 12-month period January to December.
 | For your convenience, the summary data is calculated and appears automatically. Summary data includes:
 | 1. | Employee Name - as entered in the ENTER Employees sheet
 | 2. | Annual Vacation Entitlement - as entered in the ENTER Employees sheet
 | 3. | Unused Vacation Carried Over - as entered in the ENTER Employees sheet
 | 4. | Date Vacation Calculations Start - as entered in the ENTER Employees sheet
 | 5. | NEW Vacation Entitlement - as entered in the ENTER Employees sheet
 | 6. | NEW Entitlement Start Date - as entered in the ENTER Employees sheet
 | 7. | Original Start Date - as entered in the ENTER Employees sheet
 | 8. | Date Terminated - as entered in the ENTER Employees sheet
 | 9. | Summary of [NAME] this Year - totals are as at December 31st and include:
 |  | (a) Vacation Days
 |  | (b) Sick Days
 |  | (c) Unpaid Days
 |  | (d) Bereavement Days
 |  | (e) Statutory Days
 |  | (f) Other Days
 | 10. | Days in Lieu Earned - total number of days as at December 31st.
 | 11. | Accrued Vacation Days Balance  - the total number of accrued paid vacation days as at December 31st.
 |  | This is based on the employees annual paid vacation entitlement and the date the employee commenced
 |  | entry in the planner, plus Days in Lieu, and less vacation days taken. This number is rounded to 2 decimal points.