ANNUAL LEAVE
1.1
Annual leave entitlement is shown in the table below and currently includes
two extra statutory days, exclusive of 8 bank holidays per annum. All
employees, temporary and permanent, on commencement of employment will
have a right to take one-twelfth of the annual holiday for each complete month
worked, rounded to the nearest half-day.
Salary Point
Up to Pt 17
Pt 18-28
Pt 29-32
Pt 33+
JNC Grades
11 - 14
CD’s/CX
LENGTH OF
Up to 5
Years
22
23
24
26
Up to 5
Years
32
33
SERVICE
After 5 Years
27
27
27
27
After 5 Years
33
34
After 10
Years
28
28
28
29
After 10
Years
34
35
After 20
Years
30
30
30
32
After 20
Years
35
36
After 30
Years
32
32
33
35
After 30
Years
36
37
2.1
The leave year runs from 01 April to 31 March for all new employees.
Employees starting or leaving employment during the year are entitled to
leave proportionate to the number of completed months’ service within
the leave year. Employees leaving the authority are not entitled to pay in lieu
of any untaken leave unless prior approval has been given. Any leave taken in
excess of the pro rata entitlement will be recovered from your final salary. You
will be paid at your full basic rate for all authorised absence on annual leave.
2.2
Under normal circumstances, up to five days may be carried over from one
leave year to the next, or pro rata if part-time. Any carry forward balances of
over five days (including those detailed below) must be authorised by a Head
of Service. Subject to this approval, where an employee has been absent from
work for a significant period within the annual leave year, for example, longterm sickness absence or maternity leave, the carry forward balance may be
pro rata based on the amount of time available for the employee to use their
annual leave entitlement. For staff returning to work on a phased return
following a period of longer term sickness absence, their annual leave
entitlement may also be used to supplement the periods of absence from work.
Owner: Human Resources
ANNUAL LEAVE
Reviewed May 2017
Next Review May 2019
2
3 The Leave Year
3.1
For April Leave Year:
If you complete five years service on or before 01 April in a given year you will
be entitled to the full leave entitlement. If you complete five years service on
or after 02 April you will be entitled to half the relevant leave supplement. This
principle also applies to supplements for other periods of service.
3.2
For October Leave Year:
If you complete five years service on or before 01 October in a given year you
will be entitled to the full leave entitlement. If you complete five years service
on or after 02 October you will be entitled to half the relevant leave
supplement. This principle also applies to supplements for other periods of
service.
4
Example calculations
4.1
You can use the following example to calculate your leave entitlement:-
4.2
Establish your spinal column point (SCP) and
service, e.g. SCP 20 and up to 5 years service
=
23 days p.a.
Started employment on 01 August
=
8/12ths
23 divided by 12 multiplied by 8
=
15.3 days
Leave entitlement rounded to the nearest half day
=
15.5 days
Please note that for staff working on a part-time or flexible hour’s basis,
your annual leave entitlement is calculated in hours. You can use the
following example to calculate your annual leave entitlement in hours:Establish your spinal column point (SCP) and
service, e.g. SCP 20 and up to 5 years service
=
23 days p.a.
Establish your Full Time Equivalent (FTE), e.g.
If you work 18.5 hours per week, divide 18.5 by
37 hrs per week
=
0.5 FTE
Multiply your annual leave entitlement in days
by your FTE, e.g. 23 x 0.5
=
11.5 days
Multiply your pro rata leave in days by the
standard working day, e.g. 11.5 x 7.4 hours
=
85.1 hours
Owner: Human Resources
ANNUAL LEAVE
Reviewed May 2017
Next Review May 2019
3
5
BOOKING ANNUAL LEAVE
5.1
Annual leave can only be booked in full days and half days, or equivalent. For
example 7.4 hours is the standard working day, but if the individual was
contracted to work 6 hours per day they would accordingly book 6 hours for a
full day and 3 hours for a half day.
5.2
When you wish to take annual leave you should obtain the agreement of your
line manager, giving as much notice as possible. All annual leave should be
booked through a new holiday request record on HR Pro. You will normally be
able to take leave at times you choose, but leave must, of course, be subject
to the requirements of the service and you should not commit yourself to
holiday bookings before you have obtained agreement to the leave period.
You should always check with your Supervisor/Manager before making any
leave commitments.
5.3
If during a period of annual leave, you are sufficiently unwell which
necessitates a visit to a Doctor and you obtain a Doctors Certificate, you
should call into work immediately and register your sickness, in accordance
with the Sickness Absence Policy. Any certification covering the period of
sickness should be sent to the Human Resources Team in order that the
period of absence covered by the certificate can count as sick leave rather
than annual leave.
5.4
If you are sick during the leave year, and this sickness continues which
renders you unable to take your remaining annual leave, you are only
permitted to carry forward a maximum statuary allowance of 4 weeks and the
additional bank holiday allowance of any given year (pro rata for part time
staff) from one leave year to the next, unless you have authorisation from a
Head of Service. (You are not entitled to convert your outstanding leave to
pay).
5.5
Bank Holidays/Council Given Days
All employees are entitled to the 8 statutory public bank holidays per annum.
Similar to annual leave, part-time employees are entitled to a pro rata of this
entitlement, based on the hours they work per week.
You can use the following example to calculate your bank holiday entitlement:Establish your Full Time Equivalent (FTE), e.g.
If you work 18.5 hours, divide 18.5 by 37 hrs
per week
=
0.5 FTE
Multiply FTE by the number of Bank Holidays
which fall within your annual leave year, e.g.
Owner: Human Resources
ANNUAL LEAVE
Reviewed May 2017
Next Review May 2019
4
0.5 x 8 bank holidays
=
4 days
Multiply your pro rata bank holiday entitlement
by the standard working day, e.g. 4 x 7.4 hours
=
29.6 hrs
For part-time employees (except for those working a fixed hour, 5 day week),
or staff working a flexible hour’s arrangement, this bank holiday entitlement will
be added onto your annual leave entitlement at the beginning of each leave
year. You are then required to book the equivalent of your standard working
day (e.g. 7.4 hours) on HR Pro for each bank holiday which falls within your
normal working pattern. If an employee chooses to cover a bank holiday with
credited flex hours they will not be able to take an additional flex day within the
flex period.
6
CHRISTMAS LEAVE
6.1
The council offices are closed over the Christmas period each year. This
closure commences from close of business on 24 December (or the Friday
prior to Christmas Eve if this falls on a weekend) and re-opens on 02 January
(unless this day falls on a weekend or bank holiday).
6.2
The days off between Christmas and New Year are generally accounted for as
follows (depending on how the days fall in the week):
- 3 days public holiday
- 2 days weekend
- 1.5 days council given leave (pro rata for part-time staff)
- 1.5 days from employee’s annual leave entitlement or flex leave (pro rata for
part-time staff).
6.3
Those staff working on a part-time basis will calculate their entitlement and
days given on a pro rata basis. For example, for a member of staff working 25
hours per week the entitlement will be 25 divided by 37 (a standard working
week), multiplied by 11.1 hours (the decimal figure of 11 hours and 6 minutes
(1.5 days)), which equates to 7.5 hours (7 hours and 30 minutes in actual
time).
6.4
Note - All leave taken over the Christmas period must be recorded on HR
Pro. If you have any queries regarding the calculation of your entitlement
and time off over Christmas, please contact an HR Business Partner.
6.5
To enable staff to utilise flex time, the rules regarding Flexi-time are relaxed
over the two proceeding flex periods so that, if you wish, the 1.5 days (or pro
rata if you are part-time) over the Christmas period can be taken as flex days.
If you chose to do this, you will not be able to take any other flex days in the
flex period covering Christmas.
6.6
Staff therefore have the following options regarding taking the time off (all of
which are pro rata for part-time staff):
Owner: Human Resources
ANNUAL LEAVE
Reviewed May 2017
Next Review May 2019
5
- Utilise 1.5 flex days as detailed above.
- Take 1.5 days holiday from annual leave entitlement.
- Take 1.5 days unpaid leave.
- A combination of the above.
6.7
By the end of the 4 week flex period over Christmas, staff must have restored
their flex clock to a maximum debit of 4 hours.
6.8
It is up to each staff member to decide how they wish to account for the 1.5
days and to complete the necessary HR Pro record or individual flex record as
appropriate.
6.10 Christmas Lunch
Staff will be granted a one hour credit to their flex clock to enable them to
attend departmental Christmas lunches. This will be credited automatically
centrally to everyone’s flex clock.
Owner: Human Resources
ANNUAL LEAVE
Reviewed May 2017
Next Review May 2019