How to calculate Annual Leave Guidance
Notes for Managers
Classification: Guidance Notes
Lead Author: David Hargreaves
Additional author(s):
Authors Division: Human Resources
HR Ref: g_cal_4_22-2015
Unique ID: THR4(05)
Issue number: 3.2
Expiry Date: March 2017
Contents
Section
Page
Who should read this document
Key messages
What is new in this version
Guidelines
Calculating annual leave entitlements
Part Time Entitlement
Annual Leave Entitlements in Hours
Bank and Public Holidays
2
2
2
2
2
3
4
6
Part Year Entitlements
Term-time only staff
Carry forward of annual leave
Mutually Agreed Flexibility Scheme
Take a Break
Sick Leave
Accural during Sick Leave
Maternity / Paternity & Adoption Leave
Career Breaks
9
12
13
13
13
13
13
13
14
Document Control
Policy Implementation Plan
Endorsement
Equality analysis
15
16
16
17
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Who should read this document?
These guidance notes apply to all staff [excluding medical staff].
Key Messages
This document sets out guidance notes for the calculation of annual leave.
The purpose of the guidance notes are to ensure that employees and
managers are aware of their contractual annual leave entitlement and public
holiday allowance in line with Agenda for Change and to ensure this is
calculated consistently and fairly throughout the Trust.
What is new in this version?
1. Annual leave entitlement and bank and public holiday allowance are
now
calculation separately
2. Accurals during periods of sickness absence and career breaks
3. Carry forward of annual leave into the next financial year
4. The principles of this policy now apply to the mutually agreed flexibility
scheme and the take a break scheme
Policy/ Guideline/ Protocol
1. Calculating annual leave entitlements
It is the manager’s responsibility to calculate the annual leave for their staff
and to inform staff of their entitlements.
The full-time Agenda for Change annual leave entitlements are:
27 days annual leave (5.4 weeks) & 8 public holidays on entry to the NHS
29 days annual leave (5.8 weeks) & 8 public holidays after 5 years
service
33 days annual leave (6.6 weeks) & 8 public holidays after 10 years
service
Generally annual leave will be expressed in hours to reflect the contractual
position and avoid under or over taking leave due to variable shift lengths or
long day working.
The calculation is the number of hours worked per week multiplied by the
number of weeks leave entitled to which will give you the number of hours
annual leave staff are entitled to for the full leave year.
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A member of staff’s annual leave entitlement is determined by the length of
aggregated NHS service. Any period of time that has been worked in the
NHS, whether there has been a break in service or not, will count as service
for annual leave purposes.
Therefore full-time members of staff, those who work 37.5 hours a week, will
have the following entitlements:
Years of Service
Less than 5 years
More than 5 years,
less than 10 years
More than 10 years
Annual Leave in hours
for a Full-Time Worker
(exclusive of public
holidays)
202.5
217.5
247.5
2. Part Time Entitlement
Annual leave entitlement for part time staff should be calculated as follows:
If the member of staff has less than 5 years service
Hours worked x 5.4 weeks = no of hours annual leave
If the member of staff has more than 5 years but less than 10 years
service
Hours worked x 5.8 weeks = no of hours annual leave
If the member of staff has more than 10 years service
Hours worked x 6.6 weeks = no of hours annual leave
Example: Part-time staff
A member of staff who works 20 hours a week will have the following leave
entitlements:
With less than 5 years service
20 (hours) x 5.4 (weeks) = 108 hours annual leave
With more than 5 years service
20 (hours) x 5.8 (weeks) = 116 hours annual leave
With more than 10 years service
20 (hours) x 6.6 (weeks) = 132 hours annual leave
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3. Annual Leave Entitlements in Hours
The table below shows annual leave entitlements (in hours and minutes),
excluding public holidays, according to weekly contracted hours and length of
service:
Annual Leave Entitlement Hours (Exc BH)
Weekly Contracted
Hours
37.5
37
36.5
36
35.5
35
34.5
34
33.5
33
32.5
32
31.5
31
30.5
30
29.5
29
28.5
28
27.5
27
26.5
26
25.5
25
24.5
24
23.5
23
22.5
22
21.5
21
20.5
20
Issue 3.2
April 2015
Less than 5 year’s
service
(5.4 weeks)
202:30
200:00
197:00
194:30
191:30
189:00
186:30
183:30
181:00
178:00
175:30
173:00
170:00
167:30
164:30
162:00
159:30
156:30
154:00
151:00
148:30
146:00
143:00
140:30
137:30
135:00
132:30
129:30
127:00
124:00
121:30
119:00
116:00
113:30
110:30
108:00
More than 5
year’s service
(5.8 weeks)
217:30
214:30
211:30
209:00
206:00
203:00
200:00
197:00
194:30
191:30
188:30
185:30
182:30
180:00
177:00
174:00
171:00
168:00
165:30
162:30
159:30
156:30
153:30
151:00
148:00
145:00
142:00
139:00
136:30
133:30
130:30
127:30
124:30
122:00
119:00
116:00
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More than 10
year’s service
(6.6 weeks)
247:30
244:00
241:00
237:30
234:30
231:00
227:30
224:30
221:00
218:00
214:30
211:00
208:00
204:30
201:30
198:00
194:30
191:30
188:00
185:00
181:30
178:00
175:00
171:30
168:30
165:00
161:30
158:30
155:00
152:00
148:30
145:00
142:00
138:30
135:30
132:00
Page 4 of 13
19.5
19
18.5
18
17.5
17
16.5
16
15.5
15
14.5
14
13.5
13
12.5
12
11.5
11
10.5
10
9.5
9
8.5
8
7.5
7
6.5
6
5.5
5
4.5
4
3.5
3
2.5
2
1.5
1
Issue 3.2
April 2015
105:30
102:30
100:00
97:00
94:30
92:00
89:00
86:30
83:30
81:00
78:30
75:30
73:00
70:00
67:30
65:00
62:00
59:30
56:30
54:00
51:30
48:30
46:00
43:00
40:30
38:00
35:00
32:30
29:30
27:00
24:30
21:30
19:00
16:00
13:30
11:00
8:00
5:30
113:00
110:00
107:30
104:30
101:30
98:30
95:30
93:00
90:00
87:00
84:00
81:00
78:30
75:30
72:30
69:30
66:30
64:00
61:00
58:00
55:00
52:00
49:30
46:30
43:30
40:30
37:30
35:00
32:00
29:00
26:00
23:00
20:30
17:30
14:30
11:30
8:30
6:00
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128:30
125:30
122:00
119:00
115:30
112:00
109:00
105:30
102:30
99:00
95:30
92:30
89:00
86:00
82:30
79:00
76:00
72:30
69:30
66:00
62:30
59:30
56:00
53:00
49:30
46:00
43:00
39:30
36:30
33:00
29:30
26:30
23:00
20:00
16:30
13:00
10:00
6:30
Page 5 of 13
4. Bank and Public Holidays
Members of staff also accrue additional hours for public holidays. This should
be calculated based on the table below and added to the member of staff’s
annual leave entitlement. Public holidays are accrued based on the number of
days an employee is available to work.
The table shows the public holiday accrual in hours, according to the member
of staff’s weekly contracted hours. Pro-rata calculations should be made
based on the per Public Holiday Accrual figure and should not be rounded up
or down.
On some occasions there may be 10 public holidays within an annual leave
year. In line with Agenda for Change staff will receive a maximum of 8. Staff
commencing part way through an annual leave year will receive a maximum
of 8 public holidays minus the number of public holidays that have already
occurred from 1st April to their start date. For example an employee
commencing on 1st September would receive 8 public holidays minus any
public holidays that have already occurred between 1 st April and 31st August.
Contracted
Weekly Hours
Public Holiday
Accrual per BH
(Hours & Minutes)
Public Holiday Accrual
(Full Year) (Hours &
Minutes)
1
00:11
1:30
1.5
00:18
2:30
2
00:22
3:00
2.5
00:30
4:00
3
00:37
5:00
3.5
00:41
5:30
4
00:48
6:30
4.5
00:52
7:00
5
01:00
8:00
5.5
01:07
9:00
6
01:11
9:30
6.5
01:18
10:30
7
01:22
11:00
7.5
01:30
12:00
8
01:37
13:00
8.5
01:41
13:30
9
01:48
14:30
9.5
01:52
15:00
10
02:00
16:00
10.5
02:07
17:00
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11
02:11
17:30
11.5
02:18
18:30
12
02:22
19:00
12.5
02:30
20:00
13
02:37
21:00
13.5
02:41
21:30
14
02:48
22:30
14.5
02:52
23:00
15
03:00
24:00
15.5
03:07
25:00
16
03:11
25:30
16.5
03:18
26:30
17
03:22
27:00
17.5
03:30
28:00
18
03:37
29:00
18.5
03:41
29:30
19
03:48
30:30
19.5
03:52
31:00
20
04:00
32:00
20.5
04:07
33:00
21
04:11
33:30
21.5
04:18
34:30
22
04:22
35:00
22.5
04:30
36:00
23
04:37
37:00
23.5
04:41
37:30
24
04:48
38:30
24.5
04:52
39:00
25
05:00
40:00
25.5
05:07
41:00
26
05:11
41:30
26.5
05:18
42:30
27
05:22
43:00
27.5
05:30
44:00
28
05:37
45:00
28.5
05:41
45:30
29
05:48
46:30
05:52
47:00
29.5
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30
06:00
48:00
30.5
06:07
49:00
31
06:11
49:30
31.5
06:18
50:30
32
06:22
51:00
32.5
06:30
52:00
33
06:37
53:00
33.5
06:41
53:30
34
06:48
54:30
34.5
06:52
55:00
35
07:00
56:00
35.5
07:07
57:00
36
07:11
57:30
36.5
07:18
58:30
37
07:22
59:00
37.5
07:30
60:00
Agenda for Change states where an employee is sick on a public holiday,
he/she will not be entitled to an additional day off. This applies to staff who
are sick, regardless if they are rostered to work, are on a rostered day off or
have booked annual leave. As such bank holidays are only accrued if a
person is in work and not off sick in the period during which the public holiday
falls. Where an employee has been off sick on a public holiday a deduction
should be made from their annual leave entitlement in line with the table
above.
The Workforce Information team will manage this process on the manager’s
behalf for rostered areas. Departments using Timesheet should manage this
via their existing local annual leave processes.
4.1
Rostered Areas
Managers should ensure sickness is recorded in the SMART rostering system
within 1 week of the absence notification. The Workforce Information team
will identify any employees recorded as sick on a public holiday and will make
a pro-rata adjustment based on the member of staff’s weekly contracted hours
and the table above.
4.2
Timesheet Areas
Managers should use the Bank Holiday Adjustments for Sickness document
(which can be found within the Key Resources & Links section of the SMART
Rostering synapse page - http://intranet/corporate/smart/) to determine how
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many hours should be deducted from the employees bank holiday allowance,
this should be managed locally.
5. Part Year Entitlements
Where staff commence or finish employment part way through the year their
annual leave entitlement will be pro rata for the number of complete weeks’
service. The full year entitlement should be calculated and multiplied by 7/365
to get the weekly entitlement. This figure should be multiplied by the number
of complete weeks’ service to give the member of staff’s part year entitlement.
Bank holiday entitlement will be determined by the actual number of bank
holidays remaining in the year (from the base of 8) and an individual’s
contracted hours.
Example: Commencing employment part way through the year
If a member of staff, who works full-time, starts on 18th July with no
previous NHS service, their annual leave entitlement should be
calculated as follows:
The full annual leave entitlement for full-time staff with less than 5
years NHS service is 202.5 hours.
Multiply 202.5 hours by 7/365 weeks in the year
202.5 * 7/365 = 3.883 (do not round this figure up or down)
From 18th July to 31st March, there are 37 weeks remaining in the
leave year when the member of staff starts work, therefore multiply
3.883 hours by 37 weeks
3.883 x 37 = 144 hours
There are 4 Bank Holidays between 18th July – 31st March, there
multiply 7.5 by 4 (Bank Holidays remaining in the year).
7.5 x 4 = 30 hours
Annual leave entitlement = 144 hours
Bank Holidays = 30 hours
Total entitlement = 174
Example: Finishing employment part way through the year
If a member of staff, who works full-time, finishes on 2nd September
with more than 5 years NHS service, their annual leave entitlement
should be calculated as follows:
The full annual leave entitlement for full-time staff with more than 5
years NHS service is 217.5 hours.
Multiply 217.5 hours by 7/365 for the number of weeks in the year
217.5*7/365 = 4.171(do not round this figure up or down)
The member of staff will have worked 22 weeks (1 st April to 2nd
September), therefore multiply 4.171 hours by 22 weeks
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4.171 x 22 = 91.762 hours
There were 5 Bank Holidays between 1st April - 2nd September,
therefore multiply 7.5 by 3 (Bank Holidays remaining in the year).
7.5 x 3 = 22.5 hours
Annual leave entitlement = 91.762 = 92 hours
Bank Holidays = 37.5 hours
Total entitlement = 129.5 hours
This figure should be compared with the actual hours of annual leave taken.
If the member of staff has not taken their full entitlement at the time they hand
in their notice the remaining hours would normally be taken during their notice
period. In exceptional circumstances they may be paid to them as part of their
final salary payment subject to prior senior manager or lead nurse approval.
If the member of staff has taken more than the entitlement, the hours will be
recovered from their final pay or post termination.
Any hours to be paid or deducted should be included on the termination form.
Changes to annual leave entitlement within the leave year
A member of staff’s annual leave entitlement may change part way through
the leave year. This could be because the member of staff’s years of service
has reached either 5 years or 10 years or because the member of staff alters
the hours that they work.
In these circumstances, the annual leave entitlement is proportionate to the
number of weeks before and after the date on which the entitlement changes.
Only complete weeks after that date shall be calculated at the new rate.
Example: Years of service increase
If a full-time member of staff reaches their 5 year anniversary part way
through the year on 4th August, their annual leave entitlement for the
year should be calculated as follows:
18 weeks (1st April to 3rd August) at less than 5 years service and 34
weeks (4th August to 31st March ) at more than 5 years service
18 weeks at less than 5 years service
Divide full-time annual leave entitlement with less than 5 years’ service
(202.5 hours) by 52 weeks in the year
202.5/52 = 3.894 hours per week (do not round this figure up or down)
Multiply 3.894 hours by 18 weeks
3.894 x 18 = 70.09 hours for the first part of the year
34 weeks at more than 5 years service
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Divide full-time annual leave entitlement with more than 5 years
service (217.5 hours) by 52 weeks in the year
217.5/52 = 4.171 (do not round this figure up or down)
Multiply 4.171 hours by 34 weeks
4.171 x 34 = 141.814 hours
Annual leave entitlement = 70.09 + 141.814 = 211.904 = 212 hours
Bank Holidays (Full Year) = 60 Hours
Total entitlement = 272 hours
Examples: Change of hours
Increase of hours
If a member of staff, who has more than 10 years service, changes
their hours during the year from 25 hours to 30 hours on 11th July, their
annual leave entitlement should be calculated as follows:
14 weeks (1st April to 10th July) at 25 hours
25 hours x 6.6 weeks = 165 hours (full year annual leave entitlement)
Divide 165 hours by 52 weeks in the year
165/52 = 3.173 hours per week (do not round this figure up or down)
Multiply 3.173 hours by 14 weeks
3.173 x 14 = 44.42 hours
4 Bank Holidays accrued @ 5 Hours each = 20 hours
38 weeks (11th July to 31st March) at 30 hours
30 hours x 6.6 weeks = 198 hours (full year annual leave entitlement)
Divide 198 hours by 52 weeks in the year
198/52 = 3.808 (do not round this figure up or down)
Multiply 3.808 hours by 38 weeks
3.808 x 38 = 147.70 hours
4 Bank Holidays accrued @ 6 Hours each = 24 Hours
Annual leave entitlement = 44.42 + 147.70 hours = 192 hours
Bank Holidays = 20 + 24 = 44 hours
Total entitlement = 236 hours
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Decrease of hours
If a member of staff, who has more than 5 years service, changes their
hours during the year from 35 hours to 20 hours on 5th September,
their annual leave entitlement should be calculated as follows:
22 weeks (1st April to 4th September) at 35 hours
35 hours x 5.8 weeks = 203 hours (full year annual leave entitlement)
Divide 203 hours by 52 weeks in the year
203/52 = 3.903 hours per week (do not round this figure up or down)
Multiply 3.903 hours by 22 weeks
3.903 x 22 = 85.87 hours
5 Bank Holidays accrued @ 7 Hours each = 35 Hours
30 weeks (5th September to 31st March) at 20 hours
20 hours x 5.8 weeks = 116 hours (full year annual leave entitlement)
Divide 116 hours by 52 weeks in the year
116/52 = 2.231 (do not round this figure up or down)
Multiply 2.231 hours by 30 weeks
2.231 x 30 = 66.93 hours
3 Bank Holidays accrued @ 4 Hours each = 12 Hours
Annual leave entitlement = 85.87 + 66.93 hours = 152.8 = 153 hours
Bank Holidays = 35 + 12 = 47 hours
Total entitlement = 200 hours
6. Term-time only staff
Please contact Human Resources for calculations regarding staff who only
work term time.
7. Carry forward of annual leave
Generally up to one week may be carried forward into the next leave year but
where someone is off sick then the greater of one week or the difference
between all leave taken and the 4 weeks statutory (EWTD) annual leave may
be carried forward on application. Employees who have been on sick leave
are only able to take annual leave within 18 months of the end of the year
during which the holiday accrued.
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8. Mutually Agreed Flexibility Scheme
Where staff purchase additional annual leave under the above scheme then
the principles set out in this guidance should be followed when calculating the
leave due in the year it is purchased.
9. Take a Break
Where staff are granted additional annual leave for long service under the
above scheme then the principles set out in this guidance should be followed
when calculating the leave due in the year it is granted.
10. Sick Leave
Where a member of staff has booked annual leave but is taken ill, they must
follow the sickness absence reporting procedure as normal and submit a
doctor’s certificate for the period booked as annual leave. Then the period
shall not be counted as annual leave.
11. Accrual during Sick Leave
Annual leave is accrued at the occupational (normal) rate whilst on sick leave
while receiving occupational pay. If the member of staff is out of occupational
pay, they will accrue annual leave at the statutory rate.
Bank and Public holidays are not accrued during sick leave.
12. Maternity / Paternity Leave and Adoption
Annual Leave is accrued at the member of staff’s normal rate whilst they are
on maternity leave / paternity
13. Career Breaks
Leave, including statutory leave, is not accrued during a career break.
Explanation of terms & Definitions
Terms explained in document
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