Title ANNUAL LEAVE AND BANK HOLIDAY ENTITLEMENT POLICY by fyx28874

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									HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES

                                                    POLICY DOCUMENT CONTROL PAGE
                                         Title: ANNUAL LEAVE AND BANK HOLIDAY ENTITLEMENT POLICY

                                         Version: 2
  TITLE




                                         Date: JULY 2005

                                         Reference Number: HRD/3
  SUPERCEDES




                                         Supercedes:         N/A

                                         Description of Amendments: N/A




                                         Originated by: JANE RAVEN
  ORIGINATOR




                                         Designation:          DIRECTOR OF HUMAN RESOURCES

                                         Department / Service: HUMAN RESOURCES DIRECTORATE


                                         Referred for approval by:JNCC
           PROFESSIONAL GROUP APPROVAL




                                         Referred to (insert name of group/s):

                                         Date of Referral: JUNE 2005


                                         Approved by:               JNCC         Date: JUNE 2005




                                         Executive Signature:

                                         Date: JULY 2006
  CIRCULATION




                                         Circulated by: HUMAN RESOURCES DIRECTORATE

                                         Date put on Intranet: NOVEMBER 2006

                                         Issued to (attach list):
  REVIEW




                                         Review Date: JULY 2007

                                         Responsibility of: JNCC




HRD/3                                                               1
 HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES


   CONTROL
   QUALITY
             Date sent to Clinical Governance: 26/08/05

             Quality Control Check Completed: 26/08/05

IMPACT ON STAFF AND POPULATION GROUPS (especially children, vulnerable
adults, black and minority groups etc):

This policy outlines an equitable approach to annual leave in line with national terms and
conditions applicable to all staff.

The Policy Name, Originator and Review Date must be sent to the Clinical
Governance Department for registration prior to general circulation :

Date sent: 26/08/05

 Electronic or Hard Copy
 Circulation List:
 LINE MANAGERS

 Alison Farquharson        Janet Rhodes           Paul Kingan
 Alison Marsden            Jason Edwards          Paul Langton
 Alison Van Dessel         Jennifer Reid          Pauline Jones
 Alistair MacFarlane       Jo Davidson            Peter Evans
 Amanda Risino             Johanna Lee            Phil Morris
 Anne-Marie Arnold         John Quinn             Phil Taylor
 Ben O’Brien               Judith Heaton          Sam Ashton-Mort
 Bernadette Carr           Julian Eyre            Sandra Jackson
 Bev Handley               Julie Abbott           Shirley Shinkfield
 Beverley Parker           Julie Tierney          Sue McGuire
 Catherine MacParland      Karen Jones            Sue Rushton
 Chris Masikane            Kelly Singleton        Susan Wilson
 Clare Barrow              Kendra Greatrex        Vivienne Valente
 Clare Dutton              Kirk Benyon            Wayne Shields
 Dawn Chalmers             Kitty Edwards
 Dawn Killey               Linda Bacon
 Diana Forrest             Linda Farrington
 Diane Cannon              Liz Gaulton
 Dianne Johnson            Lynn Passey
 Elaine Powers             Lynne Hatch
 Elaine Sage               Malcolm Clark
 Elaine Willoughby         Margaret Campbell
 Ian Davies                Matthew Ashton
 Ian Senior                Michel Le Straad
 Ian Spencer               Michelle Creed
 Irene Penney              Nicola Over
 Isabel Brackley           Norah Flood
 Jackie Hickey             Pam Thomas
 Jane Raven                Pat Cunningham
 Janet Hopkins             Paul Brickwood




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES




                   ANNUAL LEAVE AND BANK HOLIDAY POLICY

1.   INTRODUCTION

     All contracted staff are entitled to a period of paid annual leave and eight bank and
     public holidays per annum. The individual entitlement is dependent upon the
     employee’s length of service and working hours. On the completion of Agenda for
     Change Pay Modernisation all annual leave entitlements will be calculated in
     hours.

     The PCT is committed to the elimination of discrimination on the grounds of race,
     gender, transgender, sexual orientation, religion and belief, disability, age, caring
     responsibilities, employment and HIV status, and any other form of discrimination.
     The PCT takes a zero tolerance approach to discrimination and actively promotes
     equality of opportunity for all. This policy must be applied equitably across all
     employees.

2.   PURPOSE

     The purpose of this policy is to provide Managers and employees with guidance on
     the application and management of all annual leave and bank holiday entitlements
     to ensure that all staff take adequate rest away from work whilst maintaining the
     needs of the service.

3.   POLICY STATEMENT

     It is the policy of the PCT to encourage all staff to take their periods of annual leave
     in blocks throughout the year to ensure that they derive the full benefit of a rest and
     break away from work. Employees should take the full annual entitlement each
     year and managers should endeavour to ensure that the workloads of employees
     do not prevent any employee from taking their entitlement to annual leave.

     It is the policy of the PCT to ensure that the application and management of annual
     leave and bank holiday entitlements, is applied fairly to all staff irrespective of their
     sex, race, belief, religion, disability, age or sexual orientation.

     Knowsley PCT is committed to Improving Working Lives and as such does
     not expect any staff to fulfil working commitments during periods of annual
     leave. Annual leave should enable a member of staff to take time away from
     work to relax and enjoy a break. If staff feel pressured into fulfilling work
     commitments during annual leave they should seek advice from their line
     manager or from the Human Resources Directorate.

4.   SCOPE




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
    This policy will apply to all staff employed by the PCT with the exception of Salaried
    GP’s who should refer to the Terms and Conditions for Hospital, Medical and Dental
    Staff and Doctors in Public Health Medicine and the Community Health Service.




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES

5.    RESPONSIBILITIES

5.1   Responsibility of the Human Resources Team

      To devise a Policy and Procedure on the handling of annual leave and bank
      holidays and to ensure that the policy and procedure is maintained and updated
      accordingly in line with any organisational changes or legislative changes.

      To provide initial training and ongoing support for all Managers in dealing with the
      management of annual leave and bank holidays.

      To provide advice and support in the application of the Policy in individual cases.

5.2   Responsibility of the Manager

      To ensure that this policy is applied fairly to all, irrespective of their age, sex,
      religion, belief, disability, age or sexual orientation

      To ensure that employees are made aware of the procedure for requesting annual
      leave within their own department and to ensure that each employee is aware of
      their own entitlement.

      To keep accurate annual leave records for all employees in their department and to
      monitor the uptake of annual leave to ensure that employees are taking regular
      breaks away from work.

5.3   Responsibility of the Employee

      To be aware of the Annual Leave Policy.

      To request annual leave in line with departmental procedures

6.    PRINCIPLES

6.1   Leave Year

      The leave year runs from 1 April – 31 March. Staff should ensure that they take
      their full entitlement of annual leave in consultation and agreement with their Line
      Manager.

      In exceptional circumstances, with prior agreement of their manager, an employee
      leave may be carried into the next year subject to a maximum of 5 days, pro rata to
      the number of hours/days per week worked.




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
6.2   Entitlements

             LENGTH OF SERVICE                ANNUAL         LEAVE     &
                                              GENERAL             PUBLIC
                                              HOLIDAYS
             On appointment                   27 days + 8 days
             After 5 years service            29 days + 8 days
             After 10 years service           33 days + 8 days

      An employee’s annual leave entitlement is determined by the length of aggregated
      NHS service, leave entitlements increasing on the completion of 5 and 10 years
      aggregated NHS service as shown above.

      Under Agenda for Change Pay Modernisation all annual leave entitlements are
      calculated in hours for all part-time and full-time employees, rounded up to the
      nearest full hour.

      Full time employees will receive an entitlement exclusive of 8 days public holidays.

      A full table of annual leave entitlements in hours is shown in: -
          • Appendix 1 - Option A (exclusive of Bank Holidays) and in
          • Appendix 2 – Option B (inclusive of Bank Holidays).

      Part-time employees have the option to have their annual leave entitlement
      calculated either exclusive of 8 days public holidays as shown in Appendix 1 -
      option A or have their entitlement inclusive of general public holidays as shown in
      Appendix 2 – Option B. An existing part time worker who prior to April 2003, was
      in receipt of bank holiday entitlement in excess of pro rata of a full time worker, shall
      have their excess entitlement protected for a period of 5 years from April 2003.

      Part-time employees annual leave entitlements will be pro rated depending on their
      hours of work.

      Staff not covered by Agenda for Change and who choose to stay on local contracts
      will be entitled to current annual leave entitlements.

6.3   Employees who wish to take more than 2 weeks leave in any one block should put
      their request in writing to their line manager at least 3 months in advance to ensure
      that adequate cover is maintained in all departments in accordance with the needs
      of the service.

6.4   If an employee falls ill during a period of annual leave, and wishes their annual
      leave to be recorded as sickness, they must comply with the PCT’s sickness
      absence reporting procedure and produce a medical certificate to cover the period
      of sickness. In the absence of a doctor's medical certificate the period of absence
      will continue to be recorded as annual leave.

6.5   For the purposes of new starters to the PCT, leavers from the PCT and any
      changes in employment, all annual leave will be calculated in accordance with
      completed months service. New Starters and employee changes will be calculated
      with effect from the first of the following month. Managers must ensure that all


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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
      employment forms are completed fully to ensure that annual leave is recorded
      accurately to ensure any payments are paid in full.

6.6   Employees who are on sick leave, adoption leave and maternity leave will continue
      to accrue annual leave in accordance with the sickness absence policy and the
      maternity leave policy.

6.7   Employees on periods of long-term leave will accrue annual leave in line with
      contractual entitlements (for periods of paid/unpaid absence).

7.    PROCEDURE

7.1   Employees must ensure that their line manager has approved all annual leave
      before they take their leave. If an employee takes a period of annual leave without
      prior approval then the PCT will consider that the employee has taken unauthorised
      absence and this will be unpaid (the employee may also be subject to disciplinary
      action).

7.2   All requests for annual leave should be made on the appropriate ‘Annual Leave
      Request’ form giving as much notice as possible to assist in the management of the
      department or service and approved by the line manager.

7.3   The manager must consider the application taking into account the needs of the
      service and the record should be signed by the manager and returned to the
      employee indicating that the leave has been authorised. If the manager cannot
      authorise the leave, the reasons for refusal should be discussed by the member of
      staff at the earliest opportunity.

7.4   In the event of a dispute the employee should pursue the PCT’s grievance
      procedure.

7.5   Employees should not commit themselves to any holiday plans until they have
      received approval from their line manager to avoid disruptions to the service and to
      avoid any potential disputes.

 8.   BANK HOLIDAY ENTITLEMENTS

      The PCT recognises eight designated bank and public holidays as follows: New
      Years Day, Good Friday, Easter Monday, May Day, Spring Bank Holiday, Late
      Summer Holiday, Christmas Day and Boxing Day.

      In accordance with Section 13 of the AfC T&C’s Handbook, part-time workers will be
      entitled to paid bank holidays no less than pro-rata to the number of bank holidays
      for a full-time worker, rounded up to the nearest half-day.

      Part-time workers’ bank holiday entitlement shall be added to their annual leave
      entitlement, and they shall take bank holidays they would normally work as annual
      leave.




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
9.    PAY DURING ANNUAL LEAVE

      Pay during annual leave will include regularly paid supplements including any RRP
      Payments and payments for work outside normal hours.

      Pay is calculated on the basis of what the individual would have received had they
      been at work (interim regime applies until 31st March 2006 LS – Is this still
      applicable? – see para 13.9 of T&C Handbook).

10.   CARRY OVER OF ANNUAL LEAVE (see Annex O of the AfC handbook)

      Existing arrangements (as provided by GWC Section 1) will continue to apply (i.e.
      carry over of 5 days annual leave by agreement with line manager) unless or until
      new arrangements are agreed.

11.   TERM TIME ONLY STAFF

      Staff working term time only contracts receive a pro rata entitlement to the whole
      time allowance including an entitlement to bank holidays, and the calculations will
      continue to be based on Whitley Council conditions taking into account the
      increases in entitlements under AfC.

11.   MONITORING

      This procedure will be monitored and reviewed by management and staff side
      representatives 12 months from its date of issue.




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
                                        APPENDIX 1 – OPTION A
   AGENDA FOR CHANGE ANNUAL LEAVE ENTITLEMENT FOR COMPLETE YEARS
                EXCLUSIVE OF BANK HOLIDAYS – OPTION A

  WEEKLY BASIC                  ON                     AFTER 5    AFTER 10
   CONTRACTED             APPOINTMENT                  YEARS      YEARS
       HOURS                                           SERVICE    SERVICE
                             27 DAYS                   29 DAYS    33 DAYS
                                              HOURS EQUIVALENT:
         37.5                   203                  218            248
         37.0                   200                  215            244
         36.5                   197                  212            241
         36.0                   195                  209            238
         35.5                   192                  206            235
         35.0                   189                  203            231
         34.5                   187                  200            228
         34.0                   184                  197            225
         33.5                   181                  195            221
         33.0                   178                  192            218
         32.5                   176                  189            215
         32.0                   173                  186            211
         31.5                   170                  183            208
         31.0                   168                  180            205
         30.5                   165                  177            202
         30.0                   162                  174            198
         29.5                   160                  171            195
         29.0                   157                  168            192
         28.5                   154                  166            188
         28.0                   151                  163            185
         27.5                   149                  160            182
         27.0                   146                  157            178
         26.5                   143                  154            175
         26.0                   141                  151            172
         25.5                   138                  148            169
         25.0                   135                  145            165
         24.5                   133                  142            162
         24.0                   130                  139            159
         23.5                   127                  137            155
         23.0                   124                  134            152
         22.5                   122                  131            149
         22.0                   119                  128            145
         21.5                   116                  125            142
         21.0                   114                  122            139
         20.5                   111                  119            136
         20.0                   108                  116            132
         19.5                   106                  113            129
Formula is      Weekly Contracted Hrs X No. Of Days Entitlement
                           5


  WEEKLY BASIC                  ON                     AFTER 5    AFTER 10
   CONTRACTED             APPOINTMENT                  YEARS      YEARS

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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
       HOURS                                           SERVICE    SERVICE
                             27 DAYS                   29 DAYS    33 DAYS
                                              HOURS EQUIVALENT:
         19.0                   103                  110            126
         18.5                   100                  108            122
         18.0                   97                   105            119
         17.5                   95                   102            116
         17.0                   92                    99            112
         16.5                   89                    96            109
         16.0                   87                    93            106
         15.5                   84                    90            103
         15.0                   81                    87             99
         14.5                   79                    84             96
         14.0                   76                    81             93
         13.5                   73                    79             89
         13.0                   70                    76             86
         12.5                   68                    73             83
         12.0                   65                    70             79
         11.5                   62                    67             76
         11.0                   60                    64             73
         10.5                   57                    61             70
         10.0                   54                    58             66
          9.5                   52                    55             63
          9.0                   49                    52             60
          8.5                   46                    50             56
          8.0                   43                    47             53
          7.5                   41                    44             50
          7.0                   38                    41             46
          6.5                   35                    38             43
          6.0                   33                    35             40
          5.5                   30                    32             37
          5.0                   27                    29             33
          4.5                   25                    26             30
          4.0                   22                    23             27
          3.5                   19                    21             23
          3.0                   16                    18             20
          2.5                   14                    15             17
          2.0                    11                   12             13
          1.5                     8                   9              10
          1.0                     6                   6              7
          0.5                     3                   3              4

Formula is      Weekly Contracted Hrs X No. Of Days Entitlement
                        5




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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
                                           APPENDIX 2 – OPTION B
AGENDA FOR CHANGE ANNUAL LEAVE ENTITLEMENT FOR COMPLETE YEARS INCLUSIVE OF BANK
                              HOLIDAYS – OPTION B

  WEEKLY BASIC                  ON                     AFTER 5     AFTER 10
   CONTRACTED             APPOINTMENT                  YEARS       YEARS
       HOURS                                           SERVICE     SERVICE
                             35 DAYS                   37 DAYS     41 DAYS
                                              HOURS EQUIVALENT:
         37.5                   263                  278             308
         37.0                   260                  274             304
         36.5                   256                  271             300
         36.0                   252                  266             293
         35.5                   249                  263             292
         35.0                   245                  259             287
         34.5                   242                  255             283
         34.0                   238                  252             279
         33.5                   235                  248             275
         33.0                   231                  245             271
         32.5                   228                  241             267
         32.0                   224                  237             263
         31.5                   221                  234             259
         31.0                   217                  230             255
         30.5                   214                  226             251
         30.0                   210                  222             246
         29.5                   207                  219             242
         29.0                   203                  215             238
         28.5                   200                  211             234
         28.0                   196                  208             230
         27.5                   193                  204             226
         27.0                   189                  200             222
         26.5                   186                  197             218
         26.0                   182                  193             214
         25.5                   179                  189             210
         25.0                   175                  185             205
         24.5                   172                  182             202
         24.0                   168                  178             197
         23.5                   165                  174             193
         23.0                   161                  171             189
         22.5                   158                  167             185
         22.0                   154                  163             181
         21.5                   151                  160             177
         21.0                   147                  156             173
         20.5                   144                  152             169
         20.0                   140                  148             164
         19.5                   137                  145             160
Formula is      Weekly Contracted Hrs X No. Of Days Entitlement
                           5



  WEEKLY BASIC                  ON                     AFTER 5     AFTER 10
   CONTRACTED             APPOINTMENT                  YEARS       YEARS

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HUMAN RESOURCES, POLICIES, PROCEDURES AND PRACTICES
       HOURS                                           SERVICE    SERVICE
                             35 DAYS                   37 DAYS    41 DAYS
                                              HOURS EQUIVALENT:
         19.0                   133                  141            156
         18.5                   130                  137            152
         18.0                   126                  134            148
         17.5                   123                  130            144
         17.0                   119                  153            140
         16.5                   116                  123            136
         16.0                   112                  119            132
         15.5                   109                  115            128
         15.0                   105                  111            123
         14.5                   102                  108            119
         14.0                    98                  104            115
         13.5                    95                  100            111
         13.0                    91                   97            107
         12.5                    88                   93            103
         12.0                    84                   89             99
         11.5                    81                   86             95
         11.0                    77                   82             91
         10.5                    74                   78             87
         10.0                    70                   74             82
          9.5                    67                   71             78
          9.0                    63                   67             74
          8.5                    60                   63             70
          8.0                    56                   60             66
          7.5                    53                   56             62
          7.0                    49                   52             58
          6.5                    46                   49             54
          6.0                    42                   45             50
          5.5                    39                   41             46
          5.0                    35                   37             41
          4.5                    32                   34             37
          4.0                    28                   30             33
          3.5                    25                   26             29
          3.0                    21                   23             25
          2.5                    18                   19             21
          2.0                    14                   15             17
          1.5                    11                   12             13
          1.0                     7                   8              9
          0.5                     4                   4              5

Formula is      Weekly Contracted Hrs X No. Of Days Entitlement
                        5




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