Academic, APT&C & Manual Annual Leave
Calculations
ANNUAL LEAVE YEAR
1 September – 31 August
In agreement with Unison the annual leave year for Support and Hybrid Staff has altered to bring
it in line with other University staff. Therefore, the 2009/2010 annual leave year for these
categories of staff will run from 1 June 2009 to 31 August 2010. The extra days will be added to
the leave cards.
Agreements have been reached with De Montfort University’s recognised trade unions in respect
of annual leave entitlement for University staff.
Below are explanations of how the different types of annual leave entitlement are calculated.
FULL TIME (working same number of hours per day x 5 days per week)
& PART TIME(working same number of hours per day x 5 days per week)
Annual leave cards show the entitlement in days and do not include statutory, extra statutory and
concessionary days.
Annual leave is calculated by taking into account the pay scale and the length of service and then
the amount of full months worked.
Full
Month
Worked
20 days
22 days
23 days
25 days
27 days
28 days
30 days
33 days
35 days
1
2
3
4
5
6
7
8
9
10
11
12
1.5
3.5
5
6.5
8.5
10
11.5
13.5
15
16.5
18.5
20
2
3.5
5.5
7.5
9
11
13
14.5
16.5
18.5
20
22
2
4
6
7.5
9.5
11.5
13.5
15.5
17.5
19
21
23
2
4
6.5
8.5
10.5
12.5
14.5
16.5
19
21
23
25
2.5
4.5
7
9
11.5
13.5
16
18
20.5
22.5
25
27
2.5
4.5
7
9.5
11.5
14
16.5
18.5
21
23.5
25.5
28
2.5
5
7.5
10
12.5
15
17.5
20
22.5
25
27.5
30
3
5.5
8.5
11
14
16.5
19.5
22
25
27.5
30.5
33
3
6
9
12
14.5
17.5
20
23
26
29
32
35
Eg) Scale E = 22 days leave per annum + more than 5 years service = 27 days leave.
Page 1 of 4
SUPPORT STAFF - *PART TIME (working less than 5 days per week) & TERM-TIME ONLY
(Except Bank, Ancillary and Casual Staff)
*Annual leave cards show the entitlement in hours including statutory, extra statutory and
concessionary days.
Annual leave is calculated by taking into account the pay scale and the length of service and then
the amount of full months worked.

Figures below in bold type represent basic leave entitlement.

Figures in red italics are inclusive of statutory, extra statutory and concessionary days.
Weeks
Worked
1-4
5–8
9 – 12
13 - 16
17 - 20
21 - 24
25 - 28
29 - 32
33 - 36
37 - 40
41 - 44
45 - 48
49 - 52
20 days
22 days
23 days
25 days
27 days
28 days
30 days
Grade A-D
Grade E-F
Grade G
and above
Grade A-D
min 5 years
service
Grade E-F
min 5 years
service
Grade G
and above
min 5 years
service
(Hybrid
Contracts)
0.31
weeks
0.51
weeks
0.61
weeks
1.01
weeks
0.92
weeks
1.52
weeks
1.23
weeks
2.02
weeks
1.53
weeks
2.53
weeks
1.84
weeks
3.04
weeks
2.15
weeks
3.54
weeks
2.45
weeks
4.05
weeks
2.76
weeks
4.55
weeks
3.07
weeks
5.06
weeks
3.37
weeks
5.57
weeks
3.68
weeks
6.07
weeks
4.00
weeks
6.60
weeks
0.34
weeks
0.54
weeks
0.67
weeks
1.07
weeks
1.01
weeks
1.61
weeks
1.35
weeks
2.15
weeks
1.69
weeks
2.68
weeks
2.02
weeks
3.22
weeks
2.36
weeks
3.76
weeks
2.70
weeks
4.29
weeks
3.04
weeks
4.83
weeks
3.37
weeks
5.37
weeks
3.71
weeks
5.90
weeks
4.05
weeks
6.44
weeks
4.40
weeks
7.00
weeks
0.35
weeks
0.55
weeks
0.71
weeks
1.10
weeks
1.06
weeks
1.66
weeks
1.41
weeks
2.21
weeks
1.76
weeks
2.76
weeks
2.12
weeks
3.31
weeks
2.47
weeks
3.86
weeks
2.82
weeks
4.42
weeks
3.17
weeks
4.97
weeks
3.53
weeks
5.52
weeks
3.88
weeks
6.07
weeks
4.23
weeks
6.62
weeks
4.60
weeks
7.20
weeks
0.38
weeks
0.58
weeks
0.77
weeks
1.17
weeks
1.15
weeks
1.75
weeks
1.53
weeks
2.33
weeks
1.92
weeks
2.91
weeks
2.30
weeks
3.50
weeks
2.68
weeks
4.08
weeks
3.07
weeks
4.66
weeks
3.45
weeks
5.24
weeks
3.83
weeks
5.83
weeks
4.22
weeks
6.41
weeks
4.60
weeks
6.99
weeks
5.00
weeks
7.60
weeks
0.41
weeks
0.61
weeks
0.83
weeks
1.23
weeks
1.24
weeks
1.84
weeks
1.66
weeks
2.45
weeks
2.07
weeks
3.07
weeks
2.48
weeks
3.68
weeks
2.90
weeks
4.29
weeks
3.31
weeks
4.91
weeks
3.73
weeks
5.52
weeks
4.14
weeks
6.13
weeks
4.55
weeks
6.75
weeks
4.97
weeks
7.36
weeks
5.40
weeks
8.00
weeks
0.43
weeks
0.63
weeks
0.86
weeks
1.26
weeks
1.29
weeks
1.89
weeks
1.72
weeks
2.51
weeks
2.15
weeks
3.14
weeks
2.58
weeks
3.77
weeks
3.01
weeks
4.40
weeks
3.44
weeks
5.03
weeks
3.86
weeks
5.66
weeks
4.29
weeks
6.29
weeks
4.72
weeks
6.92
weeks
5.15
weeks
7.54
weeks
5.60
weeks
8.20
weeks
0.46
weeks
0.66
weeks
0.92
weeks
1.32
weeks
1.38
weeks
1.98
weeks
1.84
weeks
2.64
weeks
2.30
weeks
3.30
weeks
2.76
weeks
3.96
weeks
3.22
weeks
4.62
weeks
3.68
weeks
5.28
weeks
4.14
weeks
5.93
weeks
4.60
weeks
6.59
weeks
5.06
weeks
7.25
weeks
5.52
weeks
7.91
weeks
6.00
weeks
8.60
weeks
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33 days
35 days
(Senior
Managers)
0.51
weeks
0.71
weeks
1.01
weeks
1.41
weeks
1.52
weeks
2.12
weeks
2.02
weeks
2.82
weeks
2.53
weeks
3.53
weeks
3.04
weeks
4.23
weeks
3.54
weeks
4.94
weeks
4.05
weeks
5.64
weeks
4.55
weeks
6.35
weeks
5.06
weeks
7.05
weeks
5.57
weeks
7.76
weeks
6.07
weeks
8.47
weeks
6.60
weeks
9.20
weeks
0.54
weeks
0.74
weeks
1.07
weeks
1.47
weeks
1.61
weeks
2.21
weeks
2.14
weeks
2.94
weeks
2.68
weeks
3.68
weeks
3.22
weeks
4.42
weeks
3.75
weeks
5.15
weeks
4.29
weeks
5.89
weeks
4.83
weeks
6.62
weeks
5.37
weeks
7.36
weeks
5.90
weeks
8.10
weeks
6.44
weeks
8.83
weeks
7.00
weeks
9.60
weeks
To convert weeks into hours, simply multiply hours per week by the relevant number of weeks specified in the above
table. E.g. if a person works 15 hours per week over a 42 week period and is entitled to the standard 20 days holiday,
you would multiply 15 by 5.57, which would result in the person getting 84 hours holiday, inclusive of statutory, extra
statutory and concessionary days.
To convert hours into days, you will need to divide the total hours holiday calculated above by the number of hours per
day the person works which will give you the number of days holiday, including statutory, extra statutory and
concessionary days that they are entitled to. For example, 84 hours holiday divided by 5 hours per day equates to 17
days holiday.
 Term-time only staff are not issued with annual leave cards as leave is to be taken outside of the working pattern.
 Part Time Staff working less than 5 days per week will be required to work their normal number of days during bank
holiday weeks, eg, if an individual normally works 2 days each week, then they will be required to work 2 days during
a bank holiday week (or work them within 3 weeks of the bank holiday week), as they have already been awarded
paid leave to compensate for these days. Alternatively, with the manager’s approval, the individual may request
leave which will be deducted from the total leave entitlement for the year.
These calculations are based on the award of 13 statutory, extra statutory and concessionary days. In the
event of this award being more than 13 days, managers are advised to allow their staff to take the appropriate
number of extra days holiday during their normal working pattern for that year only.
FOR PART TIME LECTURING STAFF
The current rate of pay for Part Time Lecturers includes a holiday component. This is a national agreement and there are no
additional payments to be made with respect to holiday pay.
PART TIME ACADEMIC STAFF
Please see below the changes to calculations in pro rata academic leave entitlement which were effective from 1/9/04.

Through consultation with academic unions an agreement was reached to ensure that part time staff receive a
proportionate amount of statutory/extra statutory/concessionary holidays.
Academic, Research Fellows/Senior Research Fellows
(35 days standard annual leave entitlement plus statutory/extra statutory/concessionary holidays)
FTE
0.1
0.2
0.3
0.4
0.5
0.6
0.7
0.8
0.9
1.0
Basic annual leave
entitlement
Total annual leave entitlement
including statutory/extra
statutory/concessionary
holidays
3.5 days
7 days
10.5 days
14 days
17.5 days
21 days
24.5 days
28 days
31.5
35 days
5 days
10 days
15 days
19.5 days
24.5 days
29.5 days
34 days
39 days
44 days
49 days
Research Assistants
(30 days standard annual leave entitlement plus statutory/extra statutory/concessionary holidays)
FTE
0.1
0.2
0.3
0.4
0.5
0.6
0.7
0.8
0.9
1.0
Basic annual leave
entitlement
Total annual leave entitlement
including statutory/extra
statutory/concessionary
holidays
3 days
6 days
9 days
12 days
15 days
18 days
21 days
24 days
27 days
30 days
4.5 days
9 days
13 days
17.5 days
22 days
26.5 days
31 days
35 days
39.5 days
44 days
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ANCILLARY, BANK & CASUAL STAFF
These types of staff are not issued with annual leave cards as this leave is calculated by the line
manager at the end of each month/term/year as appropriate.
Calculation
To calculate how many hours of annual leave and bank holiday leave is owing the following calculation
should be applied: (In this example the total number of hours worked is 1000).
1,930 hours
worked in a year
=
244.2 hours of
total annual
leave
1000 hours
worked in a
year
=
244.2 hours of
total annual
leave
x
1000

1,930
=
126.5 hours annual leave
for year (inclusive of bank
holidays)
 This is the only variable in the calculation.
=
=
=
=
=
=
=
=
=
=
Note) The above calculation is based on the following basic information:
Standard weeks worked p/year
=
52.167 weeks
Standard hours worked p/week
=
37 hours
Standard hours worked p/year
=
1,930 (52.167 x 37)
Standard hours of leave due
148 hours (4 wks annual leave of 37 hours) + 96.2 hours
(13 bank hols of 37 hours  5)
=
=
=
244.2 hours
=
=
=
=
=
=
=
If you have any queries regarding the above, please contact the HR Services Team on ext 6018.
Page 4 of 4