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Calculation of Annual Leave Entitlement

Contents

  1. General principles
  2. Calculating the leave entitlement
  3. Keeping the leave record

1. General principles

Please see the Annual Leave Policy.

2. Calculating the leave entitlement

The standard annual leave entitlement for a full-time member of staff is 38 days including public holidays and customary days. This is equivalent to an annual leave entitlement of 281.2 hours (38 days × 7.4 hours per day).

If you join or leave the University part-way through a leave year or your hours of work change part-way through a leave year, please ensure that you adjust your annual holiday entitlement accordingly. The annual leave calculator can help with this.

Part-time staff, including term-time or part-year staff

Under the Part-Time Workers Regulations 2000, the University must ensure that part-time employees (including term-time or part-year staff) are not treated less favourably than comparable full-time employees. Entitlement to leave is covered by these regulations.

Part-time employees should therefore receive a leave entitlement (including public holidays and customary days) based on the proportion of a full-time contract that they work.

  • The full-time annual leave entitlement is 281.2 hours: 7.4 hours per day × 38 days.
  • The standard annual contracted hours for a full-time member of staff is 1924 hours: 37 hours per week × 52 weeks.
  • Annual leave entitlement therefore equates to 14.62% of your normal working hours: 281.2 hours ÷ 1924 hours.

Part-time staff who work 52 weeks a year

We can calculate annual leave entitlement by multiplying your total annual hours by 14.62%

Example: an employee working 25 hours a week for 52 weeks a year
Calculate the annual hours: 25 hours a week × 52 weeks a year = 1300 hours a year
1300 by 14.62% = 190 hours annual leave.

Term-time or part-year staff

First you must determine whether you:

  • can take annual leave within your working hours
  • must take annual leave outside your normal working hours

The latter arrangement may be in place for part-year temporary working arrangements (e.g. conference season working), where you are contracted to work for a certain number of days. You will earn leave entitlement and be paid for leave, but this leave must be taken after the contracted period finishes. If these conditions apply it will be stated in your employment contract.

  1. If you can take annual leave within your working hours

    In this case your leave entitlement is calculated on the basis of the hours to be worked (excluding overtime) to the end of the leave year, multiplied by 14.62%

    Example: an employee working 25 hours a week for 30 weeks a year
    25 hours a week × 52 weeks a year = 750 hours a year
    750 × 14.62% = 109.7 hours annual leave
  2. If you cannot take annual leave within your working hours

    In this case your leave entitlement needs to be added on to the number hours that have been worked. Calculate this like so:

    You can calculate this like so:

    (annual hours ÷ 0.8538) - annual hours = annual leave in hours
    Example: an employee working 25 hours a week for 30 weeks a year
    25 hours a week × 30 weeks a year = 750 hours a year
    (750 hours ÷ 0.8538) - 750 = 128.4 hours annual leave

Note: an annual leave calculator is available to help with all annual leave calculations.

3. Keeping the leave record

  • Establish a leave record indicating the total annual leave allowance in hours
  • Deduct the appropriate number of hours leave for any customary days and public holidays for the leave year ahead. Doing this at the start of the leave year means the employee won't run out of leave for these compulsory holidays.
  • If a day’s leave is taken (whether this is a public holiday, customary day or personal leave), deduct the number of hours normally worked on that day.
  • If a public holiday or customary day falls on a day you would not normally work, do not record any hours leave taken.
  • Deduct any remaining leave in hours as it is taken, depending on which day is taken as leave. For example, if a week’s leave is taken, deduct the total of the number of hours normally worked on each day.

Examples

These examples are based on the 2008-09 leave year commencing on 1 October 2008 and ending 30 September 2009.

Employee A: works for a full day on both Wednesday (7.4 hours) and Thursday (7.4 hours) and a part day (3.7 hours) on a Friday. Total weekly hours = 18.5

Employee B: works for a full day (7.4 hours) on Monday, Tuesday and Wednesday. Total weekly hours = 22.2

It is assumed that customary holidays (fixed closure days) are 29th, 30th and 31st December.

  Employee A Employee B
Total annual leave entitlement (hours) 140.6 168.7
Public/Customary Holidays Day Hours leave to be recorded
25th December Thursday 7.4 Nil
26th December Friday 3.7 Nil
29th December Monday Nil 7.4
30th December Tuesday Nil 7.4
31st December Wednesday 7.4 7.4
1 January Thursday 7.4 Nil
10 April Friday 3.7 Nil
13 April Monday Nil 7.4
4 May Monday Nil 7.4
25 May Monday Nil 7.4
31 Aug Monday Nil 7.4
Personal leave remaining after public or customary holidays recorded 111 hours 116.9 hours

If you have any queries on how to use the annual leave calculator or on leave entitlements in general, please contact Human Resources.

Document Control

Title:
Calculation of Annual Leave Entitlement (Guidance Notes)
Applicable to:
All Staff
Date Last Reviewed:
January 2009
Procedure Owner:
Human Resources

Last Updated: January 19, 2012 | Alex McFarlane

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