Warwick Evidence
Annual Leave SOP
Warwick Evidence
ID number: WE AL AG v1
Amy Grove
26th January 2012
Division of Health Sciences
Warwick Medical School
The University of Warwick
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
Signed ...................................................................................Date.......................................
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Annual Leave SOP
WE AL AG v1
Table of Contents
1
Procedures: Annual Leave for Warwick Evidence .................................................................. 3
1.1
Scope and Applicability ....................................................................................................... 3
1.2
Summary of Method............................................................................................................. 3
1.2.1
Statutory and Customary leave for 2011/12............................................................. 4
1.2.2
Annual Leave Calculations for Part-Time Staff ........................................................ 4
1.2.3
Statutory and Customary Leave Calculations for Part-Time Staff ........................ 5
1.3
Definitions .............................................................................................................................. 6
1.4
Health & Safety Warnings and Cautions .......................................................................... 6
1.5
Interferences ......................................................................................................................... 6
1.6
Staff Requirements and Responsibilities .......................................................................... 6
1.7
Equipment and Supplies ..................................................................................................... 6
1.8
Procedure ................................................................................................................................ 6
1.9
Data and Records Management ........................................................................................ 7
1.10
4. Quality Control .................................................................................................................. 7
1.11
5. References........................................................................................................................ 8
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1 Procedures: Annual Leave for Warwick Evidence
1.1 Scope and Applicability
The annual leave (AL) provision forms part of phase two of the implementation of the
Framework Agreement and was effective as of the 1st October 2009 for the majority
of eligible staff at the University of Warwick (except for those staff still undergoing
consultation with regards to the new Terms and Conditions). It applies to all staff
employed by Warwick Evidence (WE).
1.2 Summary of Method
The following leave provisions apply for each staff group in the University:
1. The University's leave year runs from 1st October to 30th September
2. Level 1a to 5 full time staff are entitled to 30 days (reached in October 2011)
Levels 6 to 9 full time staff are entitled to 34 days (reached in October 2013)
NB: these figures include four customary leave days or specific shut-down periods as
specified by the university or by your head of department/line manager. In addition to
the above entitlement, all staff receive eight statutory leave days. Please see
http://www2.warwick.ac.uk/services/humanresources/harmonisation/leavephasing/ for
more information regarding phasing of annual leave entitlement
3. Outstanding holiday may be carried over to the following year(10 days maximum), but
any annual holidays which have not been taken by 31st March in the calendar year
following the leave year shall lapse
4. Staff who work less than 45 weeks per year receive pay in lieu equivalent to their
proportionate holiday entitlement. This sum is added to their salary and paid
throughout the year. The pro rata holiday entitlement includes an element for 8 days
statutory leave and 4 customary days. Usually, these days fall outside the staff
member's normal working weeks. However, some statutory days may fall within the
normal working week. If this happens, (most likely the early May bank holiday which
falls on the first Monday of May), the member of staff has already received an
allowance for this in their pay. This means that the member of staff should either make
the time up elsewhere or take a day's unpaid leave on these occasions, in agreement
with their Department
5. In those situations where employees are transferred to posts within other departments
of the University, they should be allowed to take their annual leave entitlement with
them, rather than be paid in lieu of any untaken leave. The Working Time Regulations
prohibits payment in lieu of untaken leave except when an employee leaves the
University
6. Employees who start after 15th of the month will not be entitled to any annual leave for
that month; likewise if an employee leaves before 15th of the month they will not be
entitled to the annual leave for that month
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7. A maximum of three weeks leave can only be granted at any one time, any leave
requested for a longer period than this will be in exceptional circumstances only. For
leave to be granted over a three week period at any one time the request form will be
signed off by the Dean of WMS for any level of staff
1.2.1 Statutory and Customary leave for 2011/12
Christmas/New Year
 Friday 23 December 2011 - Customary
 Saturday 24 December 2011 - Christmas Eve
 Sunday 25 December 2011 - Christmas Day
 Monday 26 December 2011 - Boxing Day
 Tuesday 27 December 2011 - STATUTORY (Christmas Day in lieu)
 Wednesday 28 December 2011 - Customary
 Thursday 29 December 2011 - Customary
 Friday 30 December 2011 - Customary
 Saturday 31December 2011  Sunday 1 January 2012 - New Year’s Day
 Monday 2 January 2012 - STATUTORY (New Year’s Day in lieu)
 (Term begins 9 January 2012 and ends 17 March 2012)
2. Easter
 Friday 6 April 2012 - STATUTORY (Good Friday)
 Monday 9 April 2012 - STATUTORY (Easter Monday)
 (Term begins 23 April 2012 and ends 30 June 2012)
 3. May Day Holiday Monday 7 May 2012 - STATUTORY
 4. Spring Bank Holiday Monday 4 June 2012 - STATUTORY
 5. Queen’s Diamond Jubilee Holiday Tuesday 5 June 2012 - STATUTORY
 6. Late Summer Bank Holiday Monday 27 August 2012 – STATUTORY
1.2.2
Annual Leave Calculations for Part-Time Staff
These guidelines only apply to staff who work more than 45 weeks per annum since
staff working less than these weeks have annual leave paid with their salary.
Table 1-Holiday calculator, this excludes customary and statutory days
Number
of
full-time Equivalent number of weeks
equivalent holidays*
23 days
4.6 weeks
24 days
4.8 weeks
25 days
5 weeks
26 days
5.2 weeks
27 days
5.4 weeks
28 days
5.6 weeks
29 days
5.8 weeks
30 days
6 weeks
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Holidays should be calculated by determining the full time equivalent days leave.
This should then be converted into weeks using the table above. The individual’s
working pattern should then be identified to the holidays to be pro-rated up or down
accordingly.
Example
The following calculations are made on the basis of a full-time annual leave
entitlement of 23 days.
 Where staff work an equal number of hours each day, their annual leave should be
calculated on the basis of the number of days worked each week. For example,
someone who works 6 hours each day for 3 days per week works 3/5ths of full-time
and is therefore entitled to 3/5ths/60% of annual leave. 60% of 23 days holiday is
13.8 days (each day being taken as 6 hours).
 Where a member of staff works a varying number of hours each day, but the same
number of hours each week, their annual leave should be calculated in hours as
follows:
Members of staff receives 4.6 weeks annual leave (ie for a full-time member of staff;
36.5 hrs x 4.6 = 167.9 hrs annual leave). Therefore a part-time member of staff’s
weekly hours should be multiplied by 4.6 to calculate their annual leave entitlement.
For example, a member of staff who works 19 hrs per week would received 87.4 hrs
annual leave. NB Staff are entitled to long service days after a certain period. The
weekly hours will need to be multiplied by a different figure to take account of this.
 One other scenario is in the case of a member of staff who works half-time (ie 18.25 hrs
pw) in the pattern of 2 full-days and one half-day per week. In this instance, they
would receive 50% of the holiday entitlement (ie 11.5 days) and their holiday
entitlement would be reduced according to which day they took as leave, eg a full-day
or a half-day of their normal working pattern.
1.2.3
Statutory and Customary Leave Calculations for Part-Time Staff
Entitlement to statutory and customary days leave should be calculated in a similar
way to that for annual leave above.
The following calculations are made on the basis of a full-time statutory/customary
entitlement of 12 days*
 Where staff work an equal number of hours each day, their entitlement to statutory
and customary leave should be calculated on the basis of the number of days
worked each week. For example, someone who works 6 hours each day for 3 days
per week will get 3/5ths/60% of the 12 days = 7.2 days per annum.
 Where a member of staff works a varying number of hours each day, their
entitlement to statutory and customary leave should be worked out in hours. A fulltime member of staff receives 2.4 weeks statutory/customary days (ie 36.5 hrs x 2.4
weeks = 87.6 hrs annual leave). Therefore a member of staff’s weekly hours should
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be multiplied by 2.4 to calculate their statutory/customary entitlement. For example,
a member of staff who works 19 hrs per week would receive 45.6 hrs
statutory/customary leave.
 One other scenario is in the case of a member of staff who works half-time (ie 18.25
hrs pw) in the pattern of 2 full-days and one half-day. In this instance, they would
receive 50% of the statutory/customary entitlement (ie 6 days) and their entitlement
to statutory and customary leave reduced according to which day of their normal
working week they took off, eg a full-day or a half-day.
Where a part-time member of staff has to take a statutory or customary day off
(because if falls on one of their working days) and their entitlement does not allow for
this, the balance should be taken from their annual leave entitlement. Also, where a
part-timer cannot take all of their entitlement to statutory/customary days (because
not enough statutory/customary days fall on their working days) the balance should
be added to their annual leave entitlement.
1.3 Definitions
AL
WE
HoD
Annual Leave
Warwick Evidence
Head of Division
1.4 Health & Safety Warnings and Cautions
NA
1.5 Interferences
In the first instance WE staff should aim to schedule their AL in line with the WE
programme of work. The project plan can be viewed at P:\Research data\Warwick
Evidence\General\Project Mang\Plan 2011\WarEv project plan. It is updated monthly
by the Project Manager. If there is a scheduling issue then the Director for WE will
have the final decision on whether AL can be approved.
1.6 Staff Requirements and Responsibilities




Staff – all staff are responsible for booking and requesting authorisation for their
AL from their Line Manager and submitting the AL form to the Project Manager
Project Manager – will schedule AL in line with the work programme, maintain the
WE AL database and send completed AL forms to the HoD
Line Manager – will discuss the AL request with the staff member and authorise
the AL form
Director or WE – will be required to make decisions regarding AL when there is a
conflict between the work programme and AL requests
1.7 Equipment and Supplies
NA
1.8 Procedure
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The WE Evidence holiday database is stored on the P Drive P:\Research data\Warwick
Evidence\General\Project Mang\Annual Leave. It contains the AL entitlement for each
member of staff currently employed by WE.
Discuss planned AL with Project Manager and Line
Manager
Complete the DoHS 'Request for Annual Leave’ form –
Appendix A and obtain signature from Line Manager
Give form to Project manager to update the AL
database
Project Manager gives the form to the Head of the
Division
All leave agreed will be recorded and monitored by
the Institutes/School Secretary
For Institute Directors, the request form will be signed off by the Dean of WMS and
entitlements monitored by Institute Managers.
1.9 Data and Records Management

The project plan – a PDF can be viewed at
P:\Research data\Warwick Evidence\General\Project Mang\Plan 2011\WarEv project
plan

The WE Evidence holiday database - is stored on the P Drive
P:\Research data\Warwick Evidence\General\Project Mang\Annual Leave

Request for Annual Leave forms can be found in Appendix A and
P:\Divisional Policies and Procedures\HEALTH SCIENCES
PROCEDURE
POLICY
AND
1.10 4. Quality Control
The Project Manager will audit the WE AL database annually during the first week in
October. Any discrepancies between actual staff AL and booked AL will be brought to the
attention of the member of staffs Line Manager. The Project Manager will update the
statuary and customary AL dates in this document annually during the first week in October.
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1.11 5. References
NA
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Appendix A
Health Sciences Research Institute
Warwick Medical School REQUEST FOR ANNUAL LEAVE
This procedure applies to all HSRI staff. If you would like to request Annual Leave, please ensure you
complete this form (typed where possible), gain approval from your line manager, and then forward
to Jackie Brittain.
Name:
Job Title:
Date
Dates of
(inclusive)
Leave
requested
Number of days requested
Number
of
remaining:
days
leave
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APPROVE BY:
{COMMENTS}
Signature: ………………….………………. Date: ………………
Print Name: ………………………………..
LINE MANAGER
Please note that wherever possible a month’s notice should be given.
………………………………………………………………………………………………………………………………….….
Employees Record
Name:
Date
Dates of
(inclusive)
Leave
requested
Number of days requested
Number
of
remaining:
days
leave
Sample – this form can be found on shared ‘P’ drive under ‘Current Procedures
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