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To: Deans; Heads of Schools; Heads of Professions; Deans; VC; DVC’s; School Managers From: Steve Walker Business Support Team Manager Date: 9 September 2008 Re: Calculation of Annual Leave for Part Time Staff and Display of Annual Leave Entitlement for Employees who change from Part time to Full Time during a Leave Year All HR Staff

cc:

Human Resources Circular 08/06 Calculation of Annual Leave for Part Time Staff As you will be aware the University introduced a new Human Resources and Payroll system last August and has recently rolled out MyView an employee and manager portal which, among other features, allows employees to request annual leave electronically. It has become clear with the introduction of MyView that there has been some confusion in the past on how annual leave should be calculated for part time staff. This appears to have arisen with particular reference to pro-rata entitlement to University closure days and bank holidays. It appears that many part time employees have been receiving days off which fall on a bank holiday or closure day as well as receiving an additional pro-rata entitlement to these days. In updating a number of these records it is clear that many employees have taken more entitlement than their percentage of work and working pattern should have accrued. With effect from 1 October 2008 the leave entitlement for the period 1 October 2008 to 30 September 2009 will be uploaded The leave entitlement from this point will be that shown on MyView and provided in the HR and Payroll System. This entitlement will reflect, as now, a pro-rata entitlement to University closure days and bank holidays and to standard University holiday i.e. 20 – 24 days per annum or 30 days for levels 4 plus. Leave is calculated by: Taking the total hours for a full time member of staff on the grade for the post including the 14 University closure days and bank holidays multiplied by the percentage of full time worked then deducting University closure days and bank holidays falling during the working pattern = Leave entitlement for the year. Example 1: Level 4 employee for full year; 308 hours (30 days plus 14 bank holidays and closure days x 7) x 0.714 (working 25 hours per week – 25/35 over 5 days of 5 hours) = 219.9 – 70 hours (5 hours per day for 14 closure days and bank holidays) = Entitlement for the year 149.5 hours.

Example 2 Level 2a employee for full year; 245 hours (20 days plus 14 bank holidays and closure days x 7.2) x 0.416 (working 15 hours per week – 15/36 working Monday 5 hours, Tuesday 5 hours and Friday 5 hours) = 101.9 – 55 hours (11 closure days and bank holidays during this working pattern in current leave year) = Entitlement for the year 46.5 hours entitlement. Example 3 Level 3 employee starting on 1 January 2008 238 hours (20 days plus 14 bank holidays and closure days x 7) divide by 366 (number of days in the year 2007/8) multiply by total number of days in the months Jan-Sept 2008 =274 x 0.857 (working 30 hours – 30/35 working 6 hours per day) minus 48 hours (8 closure days and bank holidays during the leave period during the working pattern) = Total entitlement for the year 104.5 hours. Display of Annual Leave Entitlement for Employees who change their Position Status During a Leave Year from Part time to Full Time As you will be aware the University has historically displayed leave for full time staff in days and for part time staff in hours. ResourceLink and MyView has been set up to reflect this practice. In most instances this is not an issue. However, in the case of someone transferring from part time to full time during a leave year there is a problem in that ResourceLink can only use one row of entitlement for a year against a specific employee. This means that any calculation to convert has to be made manually against the two periods of time. Where an employee changes their part time hours or changes from full time to part time there is no problem. However, in instances where employees transfer from part time hours to full time during a leave period leave cannot accurately be shown in days. This is because the system deducts leave on the basis of an employee’s working hours at the time. This means that leave taken and entitlement could be inaccurate depending on when these are taken. For instance, if someone accrued 14 hours when working 4 hours a day this would be 3.5 of their days at this time. However, if this was converted when the employee moved to full time this would be 2 days on the basis of a full time employee working 7 hours per day. If the employee then went into the record and put in a request pre-dating the change to the working pattern then this would deduct on the basis of 4 days which would be incorrect. Conversely if they were given 3.5 days at 7 hours this would be incorrect. In order to get around this problem it has been agreed that this group of full time staff will have their leave recorded in hours for the leave year in which their position status from part time to full time occurred. At the end of the leave year the leave will revert to days in accordance with standard University procedure and their position status will be amended. Leave for this group of staff will need to be requested in accordance with the relevant work instructions which will be available via MyView. Employees will need to request leave starting at 09:00 to 12:00 and 13:00 to 17:00. It is appreciated that in all instances this will not actually reflect the hours that are worked during any given day. You will notice that two new position status’s of PS019 and PS020 which will be visible on reports and MyView have been set up to reflect this change These have no impact apart from amending how the leave is shown. Please note that these new position status’s will only be used in instances where someone has a holiday entitlement with the University i.e they are not someone that the University acts as paymaster only and their holiday entitlement is dictated by another employer. Can I please ask that you inform staff within your School or Department of this change in working practice.

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