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Leave Pay Calculation (for staff who work irregular hours)

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 engaged on an 'as and when' worker basis.

Leave Pay Calculator Instructions

1. The calculator should not be used for performing leave pay calculations for staff who have a contractual FTE. Their leave entitlement is calculated automatically and can be found in MyHR Self Service.

2. Staff engaged on an "as and when" worker appointment are entitled to 41 days leave entitlement pro-rata per annum (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.

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

4. It is not necessary to pay for leave on every payment form. The legal requirement is that leave is paid when it is taken. For example, if the leave will be taken at the end of the term or assignment, the leave payment must be included on a payment form to be processed immediately prior to the end of term.5. 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.

Example 1- a staff member has an open ended term-time or "as and when" contract where no contract end date is known
5. The staff member starts work on 13 November 2019 and works full days until 15 November 2019 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 worker contract" where the contract has ended, or is known to be ending 
6. The staff member starts work on 01 December 2019 and works a total of 15 hours between that date and 09 January 2020, 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 01/12/2019
End Date 09/01/2020
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

7. A separate payment must be submitted on MyHR Departmental Transactions for holiday pay so that the amount of holiday payment is identified separately from pay.

8. After you have submitted the Payment Form for the holiday pay, for legal reasons you must send the person the following email to instruct them to take the leave.

"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 in an Excel Format