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Leave Calculator

N.B. The leave pay calculator should be used for staff who are not permitted to take leave during their working time, e.g., staff employed on an 'as and when' basis and those term-time employees working one or two terms.

Leave Pay Calculator Instructions

1. The calculator should not be used for performing leave pay calculations for the following:

- Full-time and part-time staff, see http://www.ucl.ac.uk/hr/docs/annual_leave.php and http://www.ucl.ac.uk/hr/docs/annual_leave_part_timer.php
- Those on term-time only contracts paid over 12 months, see http://www.ucl.ac.uk/hr/docs/term_time_guidance.php
- Those who are paid on day rates
- Staff whose rate has been agreed with HR Consultancy.

2. For staff on an open-ended "as and when" contract or who are working one or two terms only on open-ended contracts the leave due is calculated on 41 days leave entitlement (27 days annual leave plus 8 bank holidays plus 6 closure days). Therefore for these staff always enter the full number of bank holidays and closure day’s occurring in the leave year, within the appropriate fields. If a staff member has a contract which has ended, or is known to be ending, only include the bank holidays and closure days in and adjacent to the period in the calculation.

If a member of staff teaches in Term 1 and marks examinations in Term 3 the bank holidays and closure days falling between the two periods of work should be included in the leave pay calculation.

3. It is not necessary to pay for leave on every Form 6. The legal requirement is that leave is paid when it is taken. For example, if the leave is to be taken at the end of the term the leave payment must be included in the Form 6 to be processed immediately prior to the end of term.

4. The start and end dates do not control the calculation and are included for your reference in determining which bank holidays and closure days are to be included. These dates only need to be used as a reference point when the contract has ended, or is known to be coming to an end.

5. Example 1- a staff member has an open ended term-time or "as and when" contract where no contract end date is known

The staff member starts work on 14 November 2008 and works full days until 16 November 2008 and leave due is to be paid with their November pay. The following entries should be made on the calculator (calculations below use a rate of pay of £10.94 including London Allowance).

Calculator Entries
Hours Worked: 21.9 (3 x 7.3)
F/T Leave: 27
Bank Holidays: 8 - use the total number of bank holidays in the leave year as the contract is ongoing
Closure Days: 6 - use the total number of closure days in the leave year as contract is ongoing

Result
Annual Leave Hours 2.27
Bank Holiday Hours 0.67
Closure Days Hours 0.50
Total Hours Due 3.44
Leave Pay Due £37.68

Example 2- a staff member has an "as and when contract" where the contract has ended, or is known to be ending
The staff member starts work on 01 December 2008 and works a total of 15 hours between that date and 09 January 2009, when their contract ends. Their annual leave is due to be paid with their final payment. The following entries should be made on the calculator (calculations below use a rate of pay of £10.94 including London Allowance).

Calculator Entries
Start Date 01/12/2008
End Date 09/01/2009
Hours worked 15
F/T Leave 27
Bank holidays 3
Closure days 5

Result
Annual Leave Hours 1.55
Bank Holiday Hours 0.17
Closure Days Hours 0.29
Total Hours Due 2.01
Leave Pay Due £22.03

6. N.B.

6.1 A separate Form 6 must be submitted for holiday pay so that the amount of holiday payment is identified separately from pay.

6.2 After you have submitted the Form 6 for the holiday pay you must send the person the following email as it is essential that he/she be instructed to take the leave to protect UCL's legal position.

"Dear .........
You have accrued (number) hours holiday during the period from (date to (date) which will be paid with your salary. This leave may not be taken during your working hours and must be taken within the next four weeks. If you have any queries they should be directed to (responsible person).
Yours sincerely
..................."

Download Leave Calculator (excel format) here.