MANAGEMENT GUIDANCE ON:
Part Time Employees – Calculation of Annual Leave
This document is to provide guidance to managers and staff relating to the
annual leave entitlement of part-time employees and also to ensure that they
are treated no less favourably than comparative full time employees. To
calculate entitlement to annual leave, bank holidays and customary days the
annual leave calculator for the appropriate leave year, and accompanying
guidance, can be accessed on the HR website on:
http://www.uea.ac.uk/hr/employee-information/leave/annual
1.0
General Principle
1.1
Part time employees should always receive annual leave on a pro-rata
basis to full time employees with the same terms and conditions.
2.0
Bank Holidays and Customary Days.
2.1
In addition to the basic annual leave entitlement, full time UEA
employees receive a total of 14 bank holidays and customary days
(BH/CD) across the course of a year, or compensatory benefit in cases
where they are required to work on such days. However, part-time
employees may not always automatically receive BH/CD proportional
to their contracted hours because of their working pattern.
2.2
For example, a part time employee who works a regular pattern that
includes a Monday will benefit from several bank holidays over the
course of the year. However, someone working a regular pattern of
Tuesday, Wednesday and Thursday would benefit from fewer BH/CD
during the year, other than years in which the Christmas/New Year
bank holidays, and the associated customary days, happened to fall on
those days of the week.
2.3
Therefore managers should ensure that part-time employees receive
the correct number of BH/CD proportional to their contracted hours,
using the annual leave calculator.
2.4
UEA customary days will usually fall on the day preceding Good Friday,
the day following Easter Monday, Christmas Eve and the three working
days falling between Boxing Day and New Year’s Day, and the actual
dates will be advised each year in the UEA Almanac.
2.5
As a number of BH/CD will fall on days of the week that vary from year
to year, this calculation will need to be reassessed on an annual basis
for each member of part-time staff via the calculator.
2.6
In calculating the number of additional days to be added on to the leave
entitlement, Bank holidays and customary days are treated as having
equal value.
2.7
The holiday calculator will adjust the overall total to the appropriate pro
rata to full time equivalent.
3.0
Variable Working Patterns:
3.1
Where a part time employee has an irregular working pattern, i.e.
different hours on different days, or varying from week to week, any
adjustment to entitlement may be calculated and taken in hours rather
than days.
3.2
To deduct annual leave taken in hours where a full day is normally
worked the number of hours to be deducted should equal 20% of the
full time equivalent hours, which will vary according to staff group, e.g.
for S&C staff working 36.25 hours per week one whole days leave will
equate to 7.25 hours; for Academic, Academic related and R&A staff
7.5 hours will be deducted. For leave taken on a day where fewer
hours are normally worked, the hours usually worked on that day
should be deducted, i.e. if the normal day worked is 0900-1300 then
this will count as four hours leave.
3.3
Where bank holidays or customary days fall on a normal working day,
no deduction of annual leave is made. Likewise where these fall on a
day on which the employee does not normally work, there is no
deduction made.
4.0
Part Year Entitlement:
4.1
Where an individual’s employment starts part-way through a leave
year, the whole year entitlement, including BH/CD, should be
calculated then pro-rated to the number of months the employee will be
employed to work during the current leave year.
5.0
Semester Only Working
5.1
This should be worked out in the same way as the part year worker, but
instead of dividing the whole year adjusted entitlement for BH/CD’s by
12 (months) the total should be divided by 52 (weeks) to get a figure for
one week, then multiplied by however many weeks of the year the
individual is due to work.
6.0
Job Share
6.1
In cases of job sharing where the total FTE for the two postholders
exceeds 1.0FTE because of a handover period each week when both
are present, the shared allocation cannot be calculated as part of
100%, so each member of the job share should have their leave
entitlement and allocation of BH/CD’s calculated separately.
7.0
Miscellaneous
7.1
In exceptional years where an additional bank holiday or customary
day arise, this should be taken into account in calculating step B and
will therefore affect the individual entitlement for that year only.
7.2
It is the expectation that managers will calculate the entitlement of their
own part-time employees but the Human Resources Assistants will
provide assistance in interpreting this guidance if necessary.
Human Resources
March 2005
November 2014
August 2015