ANNUAL LEAVE / BANK HOLIDAYS ENTITLEMENTS – …
LEAVE ENTITLEMENT CALCULATOR – GUIDANCE FOR USE
The Leave Entitlement Calculator is a one page spreadsheet which is designed to assist with leave calculations, it requires minimal input. This guidance provides detail of how the calculator’s cells can be used to work out simple leave calculations, and others that require a bit more thought.
If you haven’t used the calculator before it’s worth reading all of the guidance to find out how it all works and what can be achieved. If you only need a quick reminder - hover over a relevant heading to go straight to a relevant section you need.
□ Mandatory cells:
o Hours per week
o Number of weeks worked
o Date of next birthday
o Continuous service date
□ Optional cells
o Name and position title
o Leaving date – if applicable
o New starter date – if applicable
□ Dealing with changes and non straightforward leave calculations
o New starters with continuous service
o Starting and leaving in the same year
o Changing the number of working hours part way through a leave year:
Increase in hours
Decrease in hours
□ The Leave Record template
o A completed example
Once you have input the required information, the calculator provides:
• annual leave entitlement for the year you are calculating (birthday to next birthday)
• bank holiday entitlement for the leave period you are calculating (the calculator contains data for agreed bank holidays dates up to January 2019)
• where applicable, annual leave and bank holiday entitlements for leavers
• where applicable, annual leave and bank holiday entitlements for new starters
• where applicable, annual leave and bank holiday entitlements for employees with variable hours
THE LEAVE CALCULATOR
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|Mandatory cells |
The mandatory information needed to make the calculator work correctly is input into the cells shaded bright yellow.
o Hours per week cell – enter the number of contracted weekly hours in cell D7.
o Number of weeks worked in period cell – Please note this is fixed at 52.14 in cell D8. People not working a full year, for example term time weeks only should contact their directorate HR team for details of how to work out their leave entitlement.
o Date continuous service commenced – enter the date of continuous service in cell D9. The calculator uses this to determine the correct leave entitlement band to use and will automatically take into account where changes in leave entitlement increase as length of service increases, eg if 1 year’s service is reached on 11th November, the leave entitlement from 11th November for the 2nd year of service will automatically increase from 24 days to 25 days.
The calculator will make the necessary pro rata adjustment for each period involved in the entitlement calculation. In this case, firstly from the birthday at the start of the leave year to 11th November (pro rata 24 days) and from 11th November to the next birthday (pro rata 25 days). These are then added together to give the full leave year entitlement.
o Date of next birthday cell – The actual date of the next birthday is required in cell D10. When the date and the above cells have input the calculator will calculate all leave entitlement due from the previous birthday up to the day before the next birthday (ie the end of the current leave period, 365 days). For example, someone with a birthday of 18 February who wants to work out their leave entitlement for their leave year 2013/14 would enter 18/2/14 in the ‘Date of next birthday’ cell.
|Optional cells |Optional data can be input into the cells marked pale yellow: |
o Leaving date cell – where someone leaves the council during their current leave year and prior to their next birthday, complete the mandatory cells and enter the day after their last day of service in cell D11. Entering the date following the leave date allows the calculator to include the leaving date itself in the calculation. If this cell is used the calculation result will appear in the LEAVERS results section. Note: the calculator only takes into account bank holidays between the start of the leave year (birthday) and the date entered in the leaving date cell.
o In year start date cell – use this cell if you if you have a new employee and need to work out their pro-rata annual leave entitlement for the remainder of their leave year up to their next birthday. Enter their start date in the ‘In year start date’ cell (D12) and the date of their next birthday in the cell above (D11). The entitlement will show in the STARTERS results section. Only use this field if the employee is totally new to the Council and does not have continuity of service.
If a new starter has continuity of service please refer to the guidance note ‘How to calculate leave entitlement for a new starter with continuity of service’ for details of how to calculate their leave entitlement.
If an employee is new to your department and currently works elsewhere within the Council they will continue with their current annual leave entitlement. Where their contractual hours of work change, you will need to make a new calculation for the period from their start date with the new department to their next birthday, this is then added to the calculation for the period they worked in their previous department to give their revised full year entitlement. You can use the guidance notes 'Employees who change their working hours part way through a leave year' to assist with working out this type of scenario.
Name and position title are also optional cells in the Leave Calculator. All other cells are protected and cannot be amended. There is no requirement for you to save an electronic copy for each individual as once produced you will enter the calculated entitlement results onto an individual Leave Record. If required, calculations can be redone at any time.
Dealing with changes and non straightforward leave entitlement scenarios
Changes may occur part way through a leave year that result in the need to make a variation to an individual’s leave entitlement. In these cases the Leave Record will need to be adjusted accordingly to take into account the leave entitlement variation calculated, which may be up or down depending on a person’s circumstances. From the examples below you can see the cells of the calculator can be used in various ways (other than the using the cell headings literally) to determine correct leave entitlement.
How to calculate leave entitlement for a new starter with continuity of service
If you have a new starter to the Council who has continuity of service with another employer, enter their relevant details into these calculator cells:
• enter their date of continuous service in the ‘Date continuous service commenced' cell
• enter the date 12 months on from their start date in the 'Date of next birthday' cell, not their actual birthday
• enter the date of their next birthday in the 'Leaving date' cell
For example if a person with a continuity of service date of 29/8/2007 and a birthday of 25 May start’s with the Council on 19/1/13 you would enter the following details:
• enter 29/8/2007 in the 'Date continuous service commenced' cell
• enter 19/1/14 in the 'Date of next birthday' cell
• enter 25/5/13 in the 'Leaving date' cell
The result for this type of calculation will appear in the LEAVERS section.
If you have an employee who starts and leaves in the same year:
• enter their start date in the 'Date continuous service commenced' cell
• enter the date of the day after their leaving date in the 'Leaving date' cell
• enter the date 12 months on from their start date in the 'Date of next birthday' cell, not their actual birthday, as this is not required for the period you are calculating.
For example if their start date is 19/1/13 and their leave date is 18/7/13:
• enter 19/1/13 in the 'Date continuous service commenced' cell
• enter 19/1/14 in the 'Date of next birthday' cell
• enter 19/7/13 in the 'Leaving date' cell
Employees who change their working hours part way through a leave year
If an employee changes their number of working hours part way through a leave year you can still work out their entitlement by using the fields in the calculator as described in the examples below. By entering the number of hours worked in a particular period you can calculate variable hours leave entitlements:
Increase in hours -
o ‘Gillian’s birthday is 23 June. She started work with the council on 9 September 1999. She is currently contracted to work 22 hours per week as a Team Leader. She was recently successful in obtaining another role as a Project Officer and moves to this role part way through her leave year, starting on 6th November 2013.‘
To work out Gillian’s full leave entitlement for the year 2013/14 you will need to enter two different sets of information in the calculator fields as shown below. Firstly enter the full year details of the role she is leaving and note down the results:
|Annual leave calculation– Team Leader role |
|Name |Gillian Becksmith |
|Position title |Team Leader |
| |Details |
|Hours Worked Per Week |22 |
|No of weeks in period |52.14 |
|Date continuous service commenced |09/09/1999 |
|Date of next birthday |23/6/2014 |
|Leaving date (if applicable) |5/11/13 |
|In year start date (if applicable) | |
|LEAVERS |Calculation result(s): |
|Pro-rata Annual Leave Entitlement (hrs) |49.2 |
|Pro-rata Annual Leave Entitlement (days) |6.6 |
|Pro-rata BH Leave Entitlement (hrs) |4.4 |
|Pro-rata BH Leave Entitlement (days) |0.6 |
Then enter the number of contracted working hours per week Gillian will be increasing to. You will also need to input dates from the date she started working these hours up to her next birthday. However in order to get the right calculation this information should be entered into the following two fields (the subject heading of the fields should be literally disregarded for this calculation purpose):
‘Date of next birthday’ field = enter start date of new role + 1 year. In this case 6th Nov 2013 would become 6th Nov 2014.
‘Leaving date’ field = replace with date of next birthday, in this case 23rd Jun 2014.
|Name |Gillian Becksmith |
|Position title |Project Officer |
| |Details |
|Hours Worked Per Week |37 |
|No of weeks in period |52.14 |
|Date continuous service commenced |09/09/1999 |
|Date of next birthday |6/11/2014 |
|Leaving date (if applicable) |23/06/2014 |
|In year start date (if applicable) | |
|LEAVERS |Calculation result(s): |
|Pro-rata Annual Leave Entitlement (hrs) |139.3 |
|Pro-rata Annual Leave Entitlement (days) |18.8 |
|Pro-rata BH Leave Entitlement (hrs) |51.8 |
|Pro-rata BH Leave Entitlement (days) |7.0 |
To work out the total of her leave entitlement for the full year, add the calculation results together:
| |2013/14 leave entitlement in |Additional leave entitlement hours in |Total revised full year 2013/14 |
| |Team Leader role |Project Officer role |leave entitlement |
|Annual leave hrs |49.2 |139.3 |188.5 |
|Annual leave days |6.6 |18.8 |25.4 |
|BH hours |4.4 |51.8 |56.2 |
|BH days |0.6 |7.0 |7.6 |
Gillian’s original leave entitlement:
|Hours Worked Per Week |22 |
|No of weeks in period |52.14 |
|Date continuous service commenced |09/09/1999 |
|Date of next birthday |23/06/2014 |
|Leaving date (if applicable) | |
|In year start date (if applicable) | |
|FULL PERIOD |Calculation result(s): |
|Full Annual Leave (AL) Entitlement (hrs) |132.0 |
|Full Leave (AL) Entitlement (days) |17.8 |
|Full Bank Holiday (BH) Entitlement (hrs) |35.2 |
|Full Bank Holiday (BH) Entitlement (days) |4.8 |
This calculation above shows that her original full annual leave entitlement has increased by 56.5 hrs - from 132.0 hrs to 188.5 hours, and that her bank holiday entitlement has increased by 21.0 hrs - from 35.2 hrs to 56.2 hrs. These additional hours would be added to Gillian’s annual Leave Record at the time she moves to her new role.
|Gillian Becksmith example |Original 2013/14 |2013 leave |2013/14 leave |Revised full year |Amount of increase |
| |leave entitlement |entitlement |entitlement |2013/14 leave |in original leave |
| |(contractual hrs 22 |(contractual hrs 22 |(contractual hrs 37|entitlement |entitlement |
| |per week) |per week) |per week |D (B+C) |E (D – A) |
| |A |B |C | | |
|Annual leave hrs |132.0 |49.2 |139.3 |188.5 |56.5 |
|Annual leave days |17.8 |6.6 |18.8 |25.4 |7.6 |
|BH hours |35.2 |4.4 |51.8 |56.2 |21.0 |
|BH days |4.8 |0.6 |7.0 |7.6 |2.8 |
The pie chart below shows the basic information required for this calculation and the results (the circle shown in the chart depicts the full leave year period):
Decrease in hours - If an employee reduces their hours for a period of time or moves to a new role with reduced hours you can work out their revised leave entitlement. Follow the example below to find out how to do this:
□ ‘Alana’s birthday is 22 March. She started work with the council on 18 November 2004. She is currently contracted to work 32 hours per week as a Business Improvement Manager. She has requested, due to personal circumstances, to reduce her contractual hours of work on a permanent basis to 22.12 per week. Her line manager and department head have agreed to this change and she begins working reduced hours from 18 June 2013.‘
Alana was given this amount of entitlement at the start of her leave year, 22 March 2013:
A
|Name |Alana Smithfield |
|Position title |Business Improvement Manager |
| |Details |
|Hours Worked Per Week |32.0 |
|No of weeks in period |52.14 |
|Date continuous service commenced |18/11/2004 |
|Date of next birthday |22/03/2014 |
|Leaving date (if applicable) | |
|In year start date (if applicable) | |
|FULL PERIOD |Calculation result(s): |
|Full Annual Leave (AL) Entitlement (hrs) |192.0 |
|Full Leave (AL) Entitlement (days) |25.9 |
|Full Bank Holiday (BH) Entitlement (hrs) |51.2 |
|Full Bank Holiday (BH) Entitlement (days) |6.9 |
To work out how many hours to deduct from the above entitlement (A) firstly you need to calculate how much leave Alana was entitled to working the period from her holiday year start date (22nd March 2013) to the date she ceased working 32 hrs per week (18 June 2014). To do this, enter the details as in the calculator example below. Then enter the details from when Alana commenced her role on 18th June 2013 working up to her birthday 22 March 2014. To do this, enter the information as in the examples (B&C) below:
B
|Hours Worked Per Week |32.0 |
|No of weeks in period |52.14 |
|Date continuous service commenced |18/11/2004 |
|Date of next birthday |22/03/2014 |
|Leaving date (if applicable) |18/06/2013 |
|In year start date (if applicable) | |
|LEAVERS |Calculation result(s): |
|Pro-rata Annual Leave Entitlement (hrs) |46.3 |
|Pro-rata Annual Leave Entitlement (days) |6.3 |
|Pro-rata BH Leave Entitlement (hrs) |25.6 |
|Pro-rata BH Leave Entitlement (days) |3.5 |
C
|Hours Worked Per Week |22.12 |
|No of weeks in period |52.14 |
|Date continuous service commenced |18/11/2004 |
|Date of next birthday |18/06/2014 |
|Leaving date (if applicable) |22/03/2014 |
|In year start date (if applicable) | |
|LEAVERS |Calculation result(s): |
|Pro-rata Annual Leave Entitlement (hrs) |100.7 |
|Pro-rata Annual Leave Entitlement (days) |13.6 |
|Pro-rata BH Leave Entitlement (hrs) |17.7 |
|Pro-rata BH Leave Entitlement (days) |2.4 |
As you enter the details required to make the correct calculation note down the results:
|Alana Smithfield example |Original 2013/14 |2013 leave entitlement |2013/14 leave |Revised full year |Amount of hrs |
| |leave entitlement |(contractual hrs 32 per |entitlement |2013/14 leave |reduction in |
| |(contractual hrs 32 |week) |(contractual hrs |entitlement |original leave |
| |per week) |B |22.12 per week C |D = (B+C) |entitlement |
| |A | | | |E = (A – D) |
|Annual leave hrs |192.0 |46.3 |100.7 |147.0 |45.0 |
|Annual leave days |25.9 |6.3 |13.6 |19.9 |6.0 |
|BH hours |51.2 |25.6 |17.7 |43.3 |7.9 |
|BH days |6.9 |3.5 |2.4 |5.9 |1.0 |
The same principle as above can be used where an employee’s hours temporarily change for a set period of time within the leave year. By using the fields of the calculator as in the example below you can work out the additional amount of leave entitlement accrued for a set period of time.
For example: Anne was asked to work an additional 7.4 hours a week for the period 15/5/13 to 30/9/13. From 1/10/13 she reverted back to working her usual hours of work 22.12 per week. Her birthday is not required for this calculation as you only want to look at the period of time between the dates where Anne’s hours of work increased. To work out the additional entitlement for this period you would enter the following in the mandatory calculator fields:
‘Date of next birthday’ field = replace with ‘start date of period of increased hours + 1 year’. In this case 15th May 2013 would become 15th May 2014.
‘Leaving date’ field = replace with the final date when the increased hours ended + 1 day, in this case 1 October 2013.
|Hours Worked Per Week |7.4 |
|No of weeks in period |52.14 |
|Date continuous service commenced |26/09/2011 |
|Date of next birthday |15/05/2014 |
|Leaving date (if applicable) |01/10/2013 |
|In year start date (if applicable) | |
|LEAVERS | |
|Pro-rata Annual Leave Entitlement (hrs) |13.9 |
|Pro-rata Annual Leave Entitlement (days) |1.9 |
|Pro-rata BH Leave Entitlement (hrs) |3.0 |
|Pro-rata BH Leave Entitlement (days) |0.4 |
(The calculation result appears in the Leavers column because you are using the entry in the ‘Leaving date’ cell as the end date of the set period of time where additional hours were worked.)
The results should then be added to Anne’s original leave entitlement for the year 2013/14, these are:
|Hours Worked Per Week |22.12 |
|No of weeks in period |52.14 |
|Date continuous service commenced |26/09/2011 |
|Date of next birthday |08/03/2014 |
|Leaving date (if applicable) | |
|In year start date (if applicable) | |
|FULL PERIOD |Calculation result(s): |
|Full Annual Leave (AL) Entitlement (hrs) |114.6 |
|Full Leave (AL) Entitlement (days) |15.5 |
|Full Bank Holiday (BH) Entitlement (hrs) |35.4 |
|Full Bank Holiday (BH) Entitlement (days) |4.8 |
| |Original leave |Additional leave |New total leave |
| |entitlement |entitlement |entitlement |
|Full Annual Leave (AL) Entitlement (hrs) |114.6 |13.9 |128.5 |
|Full Leave (AL) Entitlement (days) |15.5 |1.9 |17.4 |
|Full Bank Holiday (BH) Entitlement (hrs) |35.4 |3.0 |38.4 |
|Full Bank Holiday (BH) Entitlement (days) |4.8 |0.4 |5.2 |
If you have difficulty working out a particular scenario using the calculator please contact a member of your directorate HR team for assistance.
LEAVE RECORD
|Employee name: | |Post: | |
|Directorate: | |Line Manager: | |
|Birthday: | |Date of Continuous Service: | |
|Hours per week: | |Working weeks per year: | |
|Pattern of work: |M |T |W |T |F |S |S |
|(number of hours per day): | | | | | | | |
| | | | | | | | |
Notes:
1. The leave year runs from the birthday to the day prior to the next birthday.
2. Annual increases in leave entitlement will commence from an employee’s start date and increase up to the maximum number of days (30).
3. This leave record should be completed in ink by the employee named above. Any request for leave must be agreed and authorised by the Line Manager named above prior to any leave being taken (including flexi-time).
4. Leave entitlements to be calculated on a pro rata basis for part time and / or part year (TT) staff. Part-time workers leave must be recorded and taken in hours, not days.
5. Use the leave calculator available on Intouch to assist with entitlement calculations.
|Full Year (Full Time Equivalent) Annual Leave Entitlements, with effect from 01/10/11:| |Full Year (Full Time Equivalent) Bank / Public Holiday |
| | |Entitlements, with effect from 01/10/11 (to be allocated on date |
| | |they fall) |
| |In Year 1 |In Year 2 |In Year 3 |In Year 4 |In Year 5 | | |
|Days: |24 |25 |27 |29 |30 | |8 days |
|Hours: |178 |185 |200 |215 |222 | |59.2 hours |
| |Annual leave |Bank holiday |
| |entitlement |entitlement |
| |*(days/hours): |*(days/hours): |
| | | |
| |AL |BH |
|Leave carried forward from previous year: | | |
|(maximum of 5 working days, to be taken within 6 months) | | |
|Leave year period from |Leave year period to | | |
|(last birthday): |(next birthday): | | |
| | | | |
|Additional annual leave purchased: | | |
|(must be taken within relevant leave year) | | |
|Total for current leave year: | | |
|(round hourly entitlements up to nearest half hour) | | |
|Line Manager certification: | |
|(signature) | |
|Date From |Date To |No of Days /Hours |Leave Type |Days / Hours |
| |(inclusive) |taken |(AL/BH/Flexi) |remaining |
| | | | |
|Directorate: |Adult and Local Services |Line Manager: |Caroline Reardon |
|Birthday: |31 December |Date of Continuous Service: |16 August 2009 |
|Hours per week: |30 |Working weeks per year: |52.14 |
|Pattern of work: |M |T |W |T |F |S |S |
|(number of hours per day): | | | | | | | |
| |7.5 |7.5 |7.5 |7.5 | | | |
Important notes:
1. The leave year runs from the birthday to the day prior to the next birthday (inclusive).
2. Annual increases in leave entitlement will commence from an employee’s start date and increase up to the maximum number of days (30).
|Full Year (Full Time Equivalent) Annual Leave Entitlements, with effect from 01/10/11:| |Full Year (Full Time Equivalent) Bank / Public Holiday |
| | |Entitlements, with effect from 01/10/11 (to be allocated on date |
| | |they fall) |
| |In Year 1 |In Year 2 |In Year 3 |In Year 4 |In Year 5 | | |
|Days: |24 |25 |27 |29 |30 | |8 days |
|Hours: |178 |185 |200 |215 |222 | |59.2 hours |
3. This leave record should be completed by the employee named above. Any request for leave must be agreed and authorised by the Line Manager named above prior to any leave being taken (including flexi-time).
4. Leave entitlements to be calculated on a pro rata basis for part time and / or part year (term time) staff. Part-time workers leave must be recorded and taken in hours, not days.
5. Use the leave calculator available on Intouch to assist with calculations.
| |Annual leave |Bank holiday |
| |entitlement |entitlement |
| |(hours): |(hours) |
| |AL | |
| | |BH |
|Leave carried forward from previous year: |30 | |
|(maximum of 5 working days, to be taken within 6 months) | | |
|Leave year period from |Leave year period to |176.5 |48 |
|(last birthday): |(next birthday): | |(6hrs per BH (8))|
|31/12/12 |31/12/13 | | |
| Additional annual leave purchased: | | |
|(must be taken within relevant leave year) | | |
|Total for current leave year: |216.5 |48 |
|(round hourly entitlements up to nearest half hour) | | |
|Line Manager certification: | |
|(signature) | |
|Date From |Date To |No of Days /Hours |Leave Type |Days / Hours |
| |(inclusive) |taken |(AL/BH/Flexi) |remaining |
4/12/13 |5/12/13 |15 |7.5FL/4.5AL |26.5 |12 | | | |23/12/13 |26/12/13 |30 |12BH/18AL |8.5 to c/f |0 | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |
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